HomeMy WebLinkAboutAgenda - 01-23-2014 - 7d 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 23, 2014
Action Agenda
Item No. 7-d
SUBJECT: Potential Orange County Fair— Conceptual Plan and Follow-Up
DEPARTMENT: County Manager, AMS, PUBLIC HEARING: (Y/N) No
Cooperative Extension,
DEAPR, EDC, Visitor's Bureau
ATTACHMENT(S): INFORMATION CONTACT:
Conceptual Plan and Follow-up with Commissioner Mark Dorosin, 245-2130
Budget Commissioner Renee Price, 245-2130
Possible Layout of County Fair Manager Michael Talbert, 245-2300
County Fair Working Group Staff
PURPOSE: To report back to the Board on questions and follow-up information requested at
the November 12, 2013 work session on the County Fair Working Group report.
BACKGROUND: On June 18, 2013 the Board of Commissioners appointed Commissioners
Mark Dorosin and Renee Price to work with the County Manager's office and directors from
several departments to develop an outline and basic information on a possible County fair. The
Working Group met on five occasions to develop its report, participating in conference calls and
site visits to potential fair locations, and receiving advice and feedback from the County Fair
Coordinator from the NC Department of Agriculture. Members of the group visited other fairs
and spoke to event organizers and representatives of other festivals and events.
The efforts culminated with an October 30, 2013 Information-Sharing Session held at the Solid
Waste Operations Center meeting room on Eubanks Road, where 30 residents and interested
parties attended a meeting and discussed the value of a possible fair, possible components and
activities, locations, and what organizations or persons should be involved in further event
planning.
This information, along with a distillation of previous conversations and discussions, was
compiled into the Working Group report, which was presented at the November 12, 2013 work
session. Additional outreach was conducted on the themes and ideas of the Working Group.
The Working Group report, presented November 12, identified the following primary findings or
themes are proposed for the Board's consideration:
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• Celebrate the unique historical, social, cultural, and creative aspects of Orange County,
and create a community-building event with entertainment, recreation and economic
development potential.
• As an initial event, a two-day Friday-Saturday event, with Friday targeted for field trips
from local schools.
• A possible initial fair target spring 2015 as a "test run," with a later decision on whether
future fairs should be fall or spring.
• The future Blackwood Farm Park on NC 86 and New Hope Church Road between
Chapel Hill and Hillsborough as the location. This site is near the population center of
the county, has easy access to 1-40, and has been used for similar festivals.
• The five primary themes of the fair would have an overarching sustainability theme; and
include:
o Agriculture, local food and restaurants
o Arts and local artists
• Orange County's diverse history
• Schools, education and youth, and
o Live music
The fair would also include attractions for children, including traditional and non-traditional rides
and games.
A listing of approximately 35 groups and organizations was gathered with the idea of creating a
"Coordinating Committee for the Orange County Fair' (CCOCF) to be formed to develop a
County Fair Strategic Plan, with more-specific activities and amenities, a three-year financial
plan (with a self-sustaining model), and a recommended management/operating structure for
the fair.
When presented at the November 12 work session, there were several requests made by the
Board for additional information:
• A more specific plan and design for the fair proposal (with information on logistical or
infrastructure needs for Blackwood Farm),
• A start-up budget with more detail, and
• Information on potential coordination and conflicts with other events, especially Hogg
Day.
A conceptual plan and follow-up report is included, with a proposed basic layout plan for a fair at
Blackwood Farm Park. Representatives of the Working Group also met with Hogg Day
representatives, and will share the results of that conversation.
The follow-up report includes additional information on revenue-generation proposals, and
elaboration on the main themes (live music, food, agriculture, games, arts and crafts and
history. An expected organizational approach and logistical needs are suggested, along with an
updated budget. The Working Group recommendations are to 1) receive and discuss the report
and projected budget, and 2) authorize hiring a professional events planner to coordinate
fundraising and sponsorships, volunteer coordination and fair management and operations.
FINANCIAL IMPACT: The General Schematic Budget Estimate (attached) projects total
revenues of $189,000 as noted from a variety of sources, and expenditures of $187,380 - with
an additional 30% contingency ($56,214) for a possible total of $243,594. The large
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contingency is recommended due to many unknowns associated with putting on an event of this
sort for the first time.
The revenues include a $25,000 proposed outlay from the County General Fund for the hiring of
an events planner and advertising. Additional funding from the General Fund may be needed
as a 'stop-loss' measure and a source for the contingency, if needed. Revenues also include a
$10,000 contribution from the Chapel Hill/Orange County Visitors Bureau special event fund.
This fund has supported several events in Orange County, including TerraVlTA, Hog Day,
Carrboro Film Festival and others. The Bureau has $10,000 reserved for opportunity
promotions and expects to contribute $10,000 to the County Fair, seed dollars that would go
towards hiring the professional events planner to launch the Fair.
From a tourism perspective, promoting Orange County's bounty through an annual food,
heritage and music event, will help the County's brand and, accordingly, tourism numbers. At its
November 20, 2013 board meeting, the Visitors Bureau board passed a motion to earmark
funds, pending Board of County Commissioners' discussion and approval of the County fair.
Upon approval, the Visitors Bureau will allocate funds from the current fiscal year.
Some of the costs shown for the fair could be reduced or offset by volunteer assistance, in-kind
services, or other revenues which are as yet unknown. Revenue estimates are not market-
tested, and it is anticipated that the events planner would refine the revenue and cost figures as
part of that work.
Considerable advance planning will be needed to fully develop the fair concept. A County fair in
spring 2015 would require funding in the FY 2014-15 fiscal year. The Board's charge to the
Working Group included a self-sustaining model overtime, and if possible, from the outset. The
proposed budget reflects this, and a multi-year budget could be developed by the events
planner.
Some minor improvements would be needed at Blackwood Farm Park for the county fair as
proposed to occur in spring 2015, and while these improvements are consistent with the park
master plan, the current FY 2013-18 Capital Investment Plan (CIP) does not include funding for
these items until 2018. This includes drive apron and stone, stormwater measures, and
electrical panel upgrades totaling an estimated $9,500. While it is anticipated that any water
needs for fire purposes may be met by the existing pond, it is possible that further analysis may
warrant the installation of a fire hydrant. This cost is not included at this time, based on
discussions with the Fire Marshal to date. These capital funds that are needs for both the fair
and park would need to be moved up to FY 2014-15 if the fair is pursued. The Board will be
developing a new FY 2014-19 CIP this spring.
An estimated 185 hours of staff time has been expended to date on this project.
RECOMMENDATION(S): The Manager recommends that the Board receive and discuss
information provided by the County Fair Working Group and either:
1. Direct staff to move forward with the creation of a County Fair for the Spring of 2015,
include the County Fair in the Fiscal 2014/2015 Annual Budget, estimated to be between
$187,380 and $243,594, and include improvements to the Blackwood Farm Project; or
2. Direct staff not to move forward with the County Fair Project.
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Orange County Fair— Conceptual Plan
January 23, 2014
Location: Blackwood Farm Park, NC 86 and New Hope Church Road
Date: Spring 2015*
Main Themes: Live Music, Local Food, Agricultural Demonstrations, Games, Arts/
Crafts, Non-Profit Booths, History.
Economic Development
The County fair is expected provide a boost to the local economy. Using marketing
opportunities, the event could draw not only Orange County residents, but persons from
surrounding areas. None of the surrounding counties, except for Chatham have an
official county fair and might see a fair in Orange as something worth visiting. Some
spinoff event-related sales and income for other local businesses may be expected as a
result of the fair.
Revenue Generation
The County Fair offers revenue-generation opportunities to offset costs. Possible
revenue generation options include but are not limited to some or a combination of the
following:
• Community Fund-raising (including event or corporate sponsorships)
• Admission Charge (ticket sales)
• Parking or Shuttle Ride charge (could also double as entry pass)
• Food Booth Rentals / Share of food sales receipts
• Arts Booth Rentals / Share of arts/crafts sales receipts
• Tickets for games and rides
• Volunteer Contributions /Community Giving Fund
• Visitor's Bureau Contribution
• Orange County General Fund
The hiring of a contracted professional events planner is proposed (below) to help solicit
funds, coordinate revenue generation and manage costs among other duties. The
events planner could be paid in part or whole with a share of expected revenues, and
would be instructed on the types of sponsors. The estimated breakdown of revenue
projections is included in the attached General Schematic Budget Estimate. An overall
target for the two day event is to attract 13,000 persons (or the equivalent of 10% of the
county population) with the expectation of attracting people from Orange County and
surrounding areas.
Elaboration on County Fair Main Themes:
Several themes for the County Fair have been identified, the following listing elaborates
on a number of possible areas of activity. These ideas may be refined as the event
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planning continues, and it is possible that the initial fair may not incorporate all of these
ideas for budgetary reasons.
Live Music— Range of music genres and styles, bands, including school bands, local bands.
Battle of the Bands (school jazz or concert bands — let schools decide set-up). Music from 10
am —6 pm Friday and Saturday. No "headliners" or paid entertainment = no cost to listen to
music acts. Infrastructure needs —stage, basic lighting and sound, electricity (or generators). A
different type of musical act or band could be scheduled at the top of each hour, for example.
Food — Have area for local restaurants, food trucks that want to come. Work with restaurants
and trucks that already have licenses and necessary permits and approvals. Sampling (seating)
tent and chairs. Requirement: each restaurant or food truck must provide one traditional "fair
food" in addition to other fare of their choosing. The fair would rent space, tents and seating. If
desired, there could be a beer garden area/local wines section (to be determined)?Two baking
contests —a pie-baking contest and a second baking contest (type to be determined) would be
held at specified time in main tent. Offer prizes to top 3 winners in the contests. Infrastructure
needs: electricity for vendors, tent for eating, contests, tables and chairs, recycling, water?
Environmental Health will need to approve onsite food preparation and issue other needed food
permits.
Agriculture— Do not duplicate prize shows or animal judging events, as part of the Piedmont
Junior Livestock Show or State Fair. Instead, orient around basic demonstrations —sheep-
shearing, sheep herding demonstration, cow-milking, and other similar activities. Allow experts
to demonstrate the activities, and provide interpretive signage of farmstead buildings (as is
planned for the park) describing what happened in each building and how it was used when a
working farm. Offer hayrides. Infrastructure needs: open spaces, area for animals, fencing,
water.
Games —Try to create a "local midway" — our own version of midway games (soccer shootout,
basketball goal, dunking booth, bounce houses, baseball pitching, LEGO building booth, face
painting, balloons, etc). Include "old-timey" games for children and some rides, perhaps
including pony rides. Dedicate portion of Friday as Schools Day and invite schools to allow
classes, grades to attend during designated time. Volunteer-staffing for these activities.
Infrastructure needs: open space for activities, equipment and games stations.
Arts/Crafts — Local artisans only, with booths and arts displays. Ask Arts Commission and local
arts community to help work out details. May need lottery or annual rotation to decide which
artisans may have booths (limited space). Look at possibility of including all forms of art,
including "poetry slams" and comedy skits. Infrastructure needs: Space for booths and tables,
performance area (small stage), electricity.
Non-Profits / County organizations — Booths to provide information on community services,
County services (social serve-type organizations). May need selection lottery or process to
designate booth space. Infrastructure needs: space for booths and tables, chairs.
History— Hold a story-telling activity in and around front porch of Blackwood house with stories
on schedule. Show how to do oral histories and preserve family artifacts. Provide opportunity to
scan old photos and make digital images? Involve Historic Preservation Commission, local
historical organizations, Southern Oral History Project, etc. Infrastructure needs — restoration of
front porch of house (planned), space for booths and tables, electricity.
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*- Potential for fall event date to be evaluated further, if needed.
Event Organization
It is recommended that the County hire a professional events planner to work with a
County Fair Coordinating Committee (residents, organizations, County elected officials
and staff) to raise funds, solicit sponsorships, design fair details and other needed
management and operating functions. It is anticipated that this will involve
approximately six month of planning and activity.
Site Infrastructure Needs
The following infrastructure needs are included in the attached General Schematic
Budget Estimate.
There are two options for parking. One would be to arrange for use of off-site parking at
New Hope Elementary, Stanback Middle (3/4 mile away) and other nearby options, and
operate park-and-ride shuttles from Chapel Hill/Carrboro and Hillsborough. (This
negates the need to construct an $80-160,000 entry road/small parking and staging
area). However, if fair events require larger vehicle and equipment access, this will
probably trigger construction of road.
Another option is to create paved apron off New Hope Church Road and allow parking
in upper 1/3 of the "southern field." This could accommodate around 500 spaces (which
could be paid parking). Shuttle service would still be needed and recommended to
operate as described above.
Emergency Services, law enforcement and parking management would need to be
accommodated (as shown in attached Schematic Budget Estimate). Stone, gravel and
some grading will be needed for certain spots (including drive apron if on-site parking),
and stormwater management, animal waste management and recycling measures will
be needed. Electrical upgrades will likely be needed and animal security must be
addressed.
Portable restrooms (a restroom trailer plus 10 individual portalets are projected) will
need to be sited and serviced. Other site needs include straw, fencing, tables and chairs
and signage. Equipment such as tents and stages, sound systems, shelters, lighting,
water storage (perhaps a water hydrant) and other fencing will be needed. An
anticipated $9,500 of capital improvements are also assets for the upcoming park, and
could be addressed by moving up CIP funds.
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Revenues and Budget:
Please see attached General Schematic Budget Estimate for projected revenues and
costs. As noted above, based on conversations with other event organizers, a
professional events planner should be hired to plan fund-raising and sponsorships,
investigate likely attendance, costs and revenues in more detail, coordinate the event
(including volunteers), manage event organization, and work with the fair organizing
committee or reporting and decision structure. This will likely be six months of work in
total. Cost may be in range of$25-30,000 (partially funded by Visitors Bureau). It is
proposed that the County issue a Request for Proposals for events planners.
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