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HomeMy WebLinkAboutNN Ord-1998-013 Budget Amendment 10 - 05-19-1998-8dORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 19, 1998 ~ -C1 SUBJECT: Budget Amendment # 10 DEPARTMENT: Budget Office PUBLIC HEARING: (Y/N) Nt~ BUDGET AMENDMENT: (Y/N) No' ATTACHMENT(S): 1) Proposed Budget Amendment 2) Northern Human Services Center Capital Project Ordinance 3) Minutes - 12/10/97 Visitors Bureau Board Mtg INFORMATION CONTACT: Donna Dean, Budget Director Extension 2151 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 properly 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 Number 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 Bo~zl Prates $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. 1 \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/17/98J #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 t• Minutes Chapel Hill/Orange County Visitors I3urcau Hoard Ucccmbcr 10, 1997 The Chapel HillJOrange County Visitors Bureau Board met Wednesday, December 10, 1997, 8 a.m. at the Burwell School in [ Iillsborough. Board Members Present: Board Members Absent: Lee Pavan, Chairman Moses Carey, Jr. Margaret Skinner Catharine Callaway Rick Strunk Stephen [ lalkiotis Hilliard Caldwell Pat Cvans Remus Smith Nancy Davis Staff Present: Shelly Green, Director Betty Davis, Administrative Assistant Guests: Ted Abernathy, Orange County 1:UC Cathleen Turner, Alliance for I Iistorical Ilillsborough Sandy Roberts, L1NC-CII Visitors Center Joel Sheer, Sheer Associates, Marketing Agency John Link, County Manager Chairman Lee Pavan called the meeting to order at 8:05 a.tn. at the 13urwc1l School. ` ~,~ INTRODUCTION OF GtIES'I'S Mr. Pavan welcomed members and recognized and greeted guests to the board meeting. APPROVAL OF MINUTES 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 in "good shape" budget wise. After discussion regarding the budget "draft" which was included with the 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 the last eighteen tnontlls. Ms. Green explained the 4 difficulty in attempting to work with the Department of Transportation regarding the highway signs: installation, costs, locations, engineering, etc. Mr. Link stated that tl~e highway signs and the approval of the slogan were scheduled to go before the county commissioners at the December 16'h meeting. Mr. Link suggested that since many things had changed regarding the highway signs that the abstract on the 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. The board could decide not to spend the full a-nount based on commissioner's input. Also, the revenues for the bureau were trp $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 aRer tl~e 96-97 books were closed. The revised budget was for $560,000. It was at this time that Mr. Cary made a motion to approve the revised budget, Mr. i'avao seconded the motion, and with all in favor it was passcct that it be presented to the county commissioners. DIRECTOR'S REPURT Ms. Green reported that Maria Lundberg; Communications Director had subrTritted her resignation. The number two candidate, Ms. fatty Griffin, was contacted, and slrc accepted the position. Ms. Griffin will begin Jnnuary 5, 1998. Presently, Mr. Dale 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 Bill/Orange County restaurants and accommodations. April is the desired completion date for the visiic~rs guide. After discussion regarding the enhanced listings, a motion was mactc by Mr. Carey that the visitors bureau should allow, on a trial basis, enhanced listings fear 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 tine new collateral pieces, wl~icl~ includes the lure brochure, the new format for the "happenings" 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.. ~, ~, 6 Srrmrnary of Clrangcs ~'rul)oscd Iteviscd [3uclgct for 19y7-98 Orange County Occupancy "I'ax Chapel 1-iill Occupancy Tax Balance Carried l~ orward Highway Signs Collateral -,. Trade Shows/Sales Blitzes We ended the 1996-97 year much stronger than anticipatal. l;vcn with the loss of revenue from llic Carolina Inn, 1997-98 receipts are up 3% over last year. (We anticipated a decline in the first halfof this year.) "Phis new amount rcllccts a 4% incrcasc over last year's final receipts. ~s above, collections wcrc stronger than anticipalal. We're projecting a 4"/~ incrcasc for 1997-9R. additionally, we did not receive the final payment of 1990-c)7 tax receipts (i•om Chapel dill until after the books wcrc closed out. 'T'herefore a payment of $22,033 has been added to this year. If the hoard elects to do so, we can allocate $30,000 from our fund balance to pay for highway signs. (Wc had budgeted $15,000 in prior years but did not spend it, so it has remained in our fund balance.) [ have budgctcd $30,000 to pay for all 14 signs in this liscal year. "I'I~is can he adjusted to suit ihe. board's wishes. We made adjustments to some projects which wcrc under budgctcd, plus added several new collateral pieces including an arts hrochurc anct map, a sales and services hrochurc, a hrochurc about how to generate publicity for a festival or event, a direct mail piece for medical meeting planners, and the creation of a marketing slogan. ndditionally, this includes a $12,000 carryover from last year lilt two prc~jccts that wcrc encumbered but not completed before the books wcrc closed. We've expanded our booth presence at the nI:NC show, and added tlu-ec new trade shows, including Meeting Quest ntlanta, 'I'ravclfest, and one additional one to he designated. . F A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis that we send this bill, C1 incorporated here by reference, as a substitute for the legislation we sent earlier. VOTE: UNANIMOUS 5. RESOLUTIONS/PROCLAMATIONS- NONE 6. SPECIAL PRESENTATIONS-NONE 7. PUBLIC HEARINGS- NONE 8. ITEMS FOR DECISION -CONSENT AGENDA A motion was made by Commissioner Gordon,seconded by Commissioner Carey to approve those items on the Consent Agenda as listed below: a. Appointments The Board approved the following appointments: Human Services Transportation Board Wendy Trueblook for a term ending March 31, 2001 C_hapel Hill/Orange County Visitor's Bureau Creston Woods for a term ending December 31, 2000 Human Services Advisory Commission Christine Barfield for a term ending March 31, 2000 b. Minutes The Board approved minutes from the Feb. 17, 1998 regular meeting, Feb. 23, 1998 quarterly public hearing and Feb. 25, 1998 joint meeting with OWASA. C. CJPP: TROSA Contract This item was moved to the end of the Consent Agenda for separate consideration. d. Budget Amendment#10 This item was moved to the end of the Consent Agenda for separate consideration. e. Lease Renewal-103 Laurel Ave., Carrboro The Board approved and authorized the chair to sign a lease for property at 103 Laurel Ave., Carrboro. VOTE ON THE CONSENT AGENDA: UNANIMOUS ITEMS REMOVED FROM THE CONSENT AGENDA C. CJPP: TROSA Contract Commissioner Carey pointed out that this contract covers the period January 1, 1998 through July 1, 1998. He asked that the contract be approved contingent upon going back to the state to request that the contract date be through December, 1998 so that the state contract will cover the same period as our service contract. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve and authorize the chair to sign a contract with Triangle Residential Options for Substance Abusers in the amount of$70,800 for long-term residential treatment services contingent upon asking the State to extend this contract to December 1, 1998. VOTE: UNANIMOUS d. Budget Amendment#10 Chair Margaret Brown asked about the$61,250 for the Visitors Bureau. Shelly Green, Executive Director, said that this additional revenue represents funding they received from Chapel Hill and the last quarter last year which was not credited until the first quarter this year. The remaining revenue was an anticipated increase'in the occupancy tax received which happens most every year. Commissioner Gordon asked if this money could be used for anything else like amenities in the community. Shelly Green explained that they go through a budgeting process to determine how this money is spent. She would be glad to take this back to the committee. She said that items are eliminated in their budget process so they usually use any excess revenues to take care of these items. A motion was made by Commissioner Carey, seconded by Commissioner Halkiotis to approve a proposed budget ordinance amendment and capital project ordinance for the Northern Human Services Center capital project an Visitors Bureau budget as incorporated here by reference. VOTE: UNANIMOUS 9. ITEMS FOR DECISION-REGULAR AGENDA