HomeMy WebLinkAbout2024-11-20 CHOCVB Agenda HILL
HILLSBOPOUGH
ORANGE COUNTY
VISITORS BUREAU
CHAPEL HILL/ORANGE COUNTY VISITORS' BUREAU BOARD
OF DIRECTORS MEETING
8:00 A.M.-9:30 A.M.
November 20, 2024
The Carolina Inn,parking and breakfast included
I. Call to Order Karen DeHart, Chair
II. Introductions All Board and Guests
III. Approval of Minutes Karen DeHart, Chair
IV. Welcome to the Carolina Inn Mark Sherburne, General Manager
V. Introduction of Carolina Athletics Vice-Chair, DR Bryan
VI. Speaker: Rick Steinbacher, Senior Associate
Athletic Director Capital Projects and Facilities
VII. Q&A Board Members
VIII. Executive Directors Report Laurie Paolicelli, Director
Including a discussion on shifting Board meetings to a bi-monthly schedule.
IX. Budget Update Hannah Hemphill, Business Officer
X. Partner Updates Board Members
XI. Old Business
XII. Motion to Adjourn Karen DeHart, Chair
Chapel Hill/Orange County Visitors Bureau
Advisory Board Meeting
Innovate Carolina Junction
October 16, 2024
8:00—9:15 AM
Board Members Present: Tanya Moore, Karen DeHart- Chair, Heidi Werner Dawson, Jon Hartman-Brown,
Wendy Smith, Anna Richards, Jeri Lynn Schulke, Matt Hughes, Paris Miller-Foushee, Randee Haven-
O'Donnell, Steve Peck, DR Bryan-Vice Chair, Meredith Saybe
Not Present: Sam Vadgama
Staff Attendance: Laurie Paolicelli, Marlene Barbera, Hannah Hemphill, Pix Walsh, Katie Murray
Guests: Jerry Jones, David Putnam—TOCH Economic Development
Call to Order
Karen DeHart called the meeting to order at 8:08 AM.
Round Table Introductions
Joined by Pix Walsh, new Welcome Center Front Desk Manager, and Jerry Jones, Executive Director of
Workforce Development at Durham Tech
Approval of Minutes
Karen DeHart requested a motion to approve the minutes from August 21, 2024 and September 25, 2024
board meetings. DR Bryan made a motion to approve the minutes for both meetings and Meredith Saybe
seconded the motion. With all members in favor, the minutes were approved as submitted.
Welcome to the Junction
• Durham Tech's Small Business Center now has space at the Junction in addition to their main location
at the Chesterfield Building, allowing for more collaboration with UNC.
Arts Economic Prosperity—Katie Murray, Orange County Arts Commission
The State of the Arts of Orange County—Arts & Economic Prosperity 6
A. Overview of Arts & Economic Prosperity 6
• Survey Overview: Conducted by Americans for the Arts, covering 373 study regions across all
50 states and Puerto Rico.
• Local Partnerships: Collaborations with Orange County, Chapel Hill, Carrboro, and
Hillsborough.
• Economic Modeling Tool: Utilized IMPLAN to analyze two data sets:
o Nonprofit arts spending
o Audience spending
• Findings:
o Total annual spending: $107 million
■ Audience spending: $22.4 million
■ Organizational spending: $84.6 million
For Approval November 20, 2024
o Noted that overnight lodging represents a lesser area of spending from arts attendees,
which could improve by hosting more large-scale projects.
B. Current Challenges in the Arts Community
• Limited availability of spaces for artists to learn, work, live, and create.
• Insufficient venues for performance, teaching, or sales of artistic work.
• Artists are relocating from Orange County due to high living costs.
C. Support and Preserving Our Creative Community
• Recommendations for support include:
o Paying a living wage to artists.
o Involving artists in community planning.
o Supporting agencies that employ artists.
• Noted a national decrease in private support for the arts.
• Arts initiatives receive bipartisan support in the NC State Legislature.
• Emphasis on supporting initiatives that enhance the community, such as creative spaces and
artist-led initiatives.
• Upcoming event: Raffle for the Arts.
Executive Director's Report
A. Logo Update
• A survey has been distributed at the request of Wendy Smith to assess the need for greater
representation in the logo design. This survey will be resent for additional feedback.
B. Branding Strategy
• Discussion on maintaining the branding of"small town charm"while accommodating growth
in the area.
• Continued promotion of outdoor activities to attract visitors looking for alternatives to
mountain hiking.
Budget Report
Hannah Hemphill reported on the budget with the following key points:
• The Visitors Bureau has requested to appropriate $201,842.00 from the fund reserve to offset the
increase in advertising spending due to the opportunity to sponsor Sonark Media's PBS Special and
increased meeting advertising costs.
• Occupancy tax reports have shown that they are tracking with the revenue we expect to see, and
occupancy rates are staying on par with last year.
• We are continuing to monitor budget line items that were cut during the budget cycle, including travel.
Next meeting: Wednesday, November 20, 2024 at the Carolina Inn
The meeting was adjourned at 9:12 AM.
21 Page CHOCVB BOD Meeting October 16 , 2024
Current and YTD Expenditures and Revenue
October 2024
YTD
I CItfdudesfundsencumber �gUd9� 509C U
REVENUE
Cha el Hill Support $100,000.00 $100,000.00 $375,000.00 26.7%
Occupancy Tax* $140,363.70 $706,126.07 $2,126,700.00 33.2%
Appropriated Fund $0.00 $0.00 $307,790.00 0.0%
I interest $0.00 $5,823.00 $0.00 0.0%
Arts Commission Revenues $5,884.36 $36,582.12 $248,631.00 14.7%
TOTAL $246,248.06 $848,531.19 $3,058,121.00 27.7%
Transfers General Fund $0.00 $0.00 224,000.00 0.0%
Transfers I County Administrative Fee $0.001 $0.00 $99,042.00 0.0%
Subtotal $0.00 $0.00 $323,042.00 0.0%
Salaries/Benefits $63,479.00 $232,485.47 $692,366.00 33.6%
Subtotal $63,479.00 $232,485.47 $692,366.00 33.6%
Travel $443.44 $10,202.92 $14,000.00 72.9%
M ileage $0.00 $254.14 $2,500.00 10.2%
Postage $0.00 $1,567.91 $3,000.00 52.3%
Freight $0.00 $1,246.06 $4,000.00 31.2%
Building Rent $0.00 $69,863.09 $166,708.00 41.9%
Printing $119.50 $1,742.94 $3,300.00 52.8%
Dues $292.00 $5,581.00 $17,537.00 31.8%
Subscriptions $258.89 $11,322.77 $29,461.00 38.4%
Dept Supplies $5,175.93 $20,941.77 $28,500.00 73.5%
Office Supplies $108.30 $283.07 $600.00 47.2%
Contract Services $3,032.66 $30,392.02 $30,392.00 100.0%
Electricity $0.00 $1,252.39 $6,000.00 20.9%
Strategic Alliances $0.00 $4,300.00 $10,800.00 39.8%
Subtotal $9,430.72 $158,950.08 $316,798.00 50.2%
Advertising $80,602.87 $881,224.04 $912,308.00 96.6%
Sales& Promotion,Events,Ent. $2,730.12 $28,160.17 $79,550.00 35.4%
Marketing Trade Shows $0.00 $4,650.00 $14,775.00 31.5%
SalesTravel $296.52 $296.52 $10,800.00 2.7%
Research $0.00 $0.00 $2,200.00 0.0%
Publications $4,350.00 $76,134.22 $100,416.00 75.8%
Subtotal $87,979.51 $990,464.95 $1,120,049.00 88.4%
Total Overhead,Personnel,Ops $160,889.23 $1,381,900.50 $2,452,255.00 56.4%
Recurring Capital Building I m rovements $0.00 $0.00 $25,000.00 0.0%
Arts Commission
Personnel Salary/Benefits $19,180.44 $74,400.12 $302,201.00 24.6%
Operating Travel $0.00 $2,966.02 $2,500.00 118.6%
Trainin Devel oment $0.00 $0.00 $500.00 0.0%
M ileage $0.00 $518.64 $1,500.00 34.6%
Postage $0.00 $0.00 $100.00 0.0%
Building Rent-71390 $9,441.63 $47,365.74 $113,760.00 41.6%
Printing $0.00 $385.03 $3,275.00 11.8%
Advertising $58.99 $5,805.33 $10,000.00 58.1%
Dues $0.00 $450.00 $450.00 100.0%
Dept.Supplies $34.99 $4,501.87 $6,000.00 75.0%
Dept Supplies-71390 $0.00 $464.20 $1,970.00 23.6%
Office Supplies -$4.20 $771.46 $1,000.00 77.1%
Office Operations-71390 $105.00 $2,282.89 $10,000.00 22.8%
Contract Services $0.00 $0.00 $5,490.00 0.0%
Program Expense $635.76 $8,332.32 $16,469.00 50.6%
StateArtsGrant $24,090.00 $24,090.00 $47,340.00 50.9%
Local ArtsGrant $22,800.00 $22,800.00 $28,800.00 79.2%
Total Arts Commission $76,342.61 $195,133.62 $551,355.00 35.4%
TOTAL Expenses $237,231.84 $1,577,034.12 $3,028,610.00 52.1%
*Occupancy Tax Reflects September Collections
Tab 5-DBM Orange County, NC+: Chapel Hill-Orange County Visitors Bureau Currency:USD-US Dollar
chapel Hill-orange county visitors bureau
For the Month of September 2024
Percent Changes for the Month of September
200 ....... .____ ____.... -----.....................................................................................................
..._.
150 -
100 ----- - /7�
----
50 - - --
0
-50 --- ---
-100 1.......
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
-#-Occupancy -E-ADR -RevPAR
Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo
im� Sep
7 2 3 4 5 6 7 8 9 10 11 12 13 14 75 16 17 78 19 20 21 22 23 24 25 26 27 28 29 30
This year 42.3 32.9 36.9 44.2 50.1 57.1 72.6 42.6 60.3 75.0 77.6 66.4 52.7 67.1 38.3 69.3 78.4 80.3 67.3 88.5 85.0 41.9 59.0 71.8 71.9 67.5 74.6 74.2 47.9 62.2
Last year 60.4 67.3 60.4 45.3 52.0 62.2 62.9 69.2 90.3 39.6 56.6 69.1 70.8 72.4 88.2 90.5 43.9 62.9 72.6 81.2 77.8 74.2 77.5 45.6 59.2 78.0 80.4 75.3 87.4 90.9
Percent Chan a -29.9 -51.1 -39.0 -2.3 -3.7 -8.1 15.5 -38.4 -33.2 89.5 36.9 -3.9 -25.6 -7.4 -56.6 -23.5 78.6 27.6 -7.2 9.0 9.4 -43.5 -23.9 57.6 21.5 -13.5 -7.3 -1.3 -45.2 -31.6
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
This year 142.85 140.49 142.23 143.55 147.01 221.49 232.92 143.73 153.92 155.63 156.23 169.05 208.08 219.15 148.67 168.34 770.38 769.87 771.70 347.59 362.73 740.68 756.39 159.48 769.18 788.30 279.15 227.71 149.86 152.85
Last year 165.57 172.78 147.69 134.77 133.50 137.91 141.00 260.41 277.98 135.78 140.44 142.06 138.98 158.18 326.05 317.45 138.96 150.30 157.49 157.77 166.73 192.83 193.60 141.85 148.30 146.06 154.27 160.34 190.19 195.57
Percent Change -13.7 -18.7 -3.7 6.5 10.1 60.6 65.2 -44.8 -44.6 14.6 11.2 19.0 49.7 38.5 -54.4 -47.0 22.6 13.0 9.0 120.3 117.6 -27.0 -19.2 12.4 14.1 28.9 42.1 42.0 -21.2 -21.8
Sep
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
This year60.43 46.28 52.44 63.50 73.65 126.58 169.15 61.25 92.77 116.72 121.16 112.22 109.70 146.98 56.95 116.58 133.51 136.40 115.58 307.51 308.46 58.98 92.21 114.53 121.70 127.12 163.39 169.07 71.71 95.08
Last year 99:97 116.32 89.27 60.99 69.43 85.77 88.67 180.19 250.91 53.72 79.53. 98.12 98.42 114.60 287.57 287.33 60.97 94.61 114.30 128.10 129.65 143.08 150.06 64.64 87.79 113.94 124.10 120.67 166.20 177.75
Percent Change -39.6 -60.2 -41.3 4.1 6.1 47.6 90.8 -66.0 -63.0 117.3 52.3 14.4 11.5 28.3 -80.2 -59.4 119.0 44.2 1.1 140.1 137.9 -58.8 -38.6 77.2 38.6 11.6 31.7 40.1 -56.9 -46.5
Sep
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
This year 7600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600
Lastyear 1800 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600 1600
Percent Chan a 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0
o. It"'IAN Sep
7 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
This year 677 527 590 708 802 914 1162 682 964 1200 1241 1062 844 1073 613 1108 1254 1285 1077 1416 1361 671 943 1149 1151 1080 1193 1188 766 995
Last year� 966 1077 967 724 832 995 1006 1107 1444 633 906 1105 1133 1159 1411 1448 702 1007 1161 1299 1244 1187 1240 729 947 1248 1287 1204 1398 1454
Percent Change -39.0 -2.3 -3.7 -8.1 15.5 -38.4 -33.2 89.5 36.9 -3.9 -25.6 -7.4 -56.6 -23.5 78.6 27.6 -7.2 9.0 9.4 -43.5 -23.9 57.6 21.5 -13.5 -7.3 -1.3 -45.2 -31.6
Sep
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30
This year 96686 74050 83910 101602 117841 202527 270640 97996 148429 186746 193851 179552 175521 235173 91122 186534 213624 218238 184935 492024 493543 94371 147533 183244 194723 203387 261431 270506 114739 152123
Lastyear 159957 186105 142830 97587 111086 137235 141864 288305 401453 85959 127256 156993 157478 183354 460108 459727 97559 151375 182872 204964 207436 228922 240089 103418 140460 182309 198567 193069 265919 284393
Percent Change -39.6 -60.2 -41.3 4.1 6.1 47.6 90.8 -66.0 -63.0 117.3 52.3 14.4 11.5 28.3 -80.2 -59.4 119.0 44.2 1.1 140.1 137.9 -58.8 -38.6 77.2 38.6 11.6 31.7 40.1 -56.9 -46.5
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Fiscal Year 2024-2025
October 2024 Sales Report
Current Month Year to Date Same Period Last Year
Confirmed Bookings 3 18 6
Number of Room Nights 100 1325 550
Estimated Spending $75,872 $522,713 $163,322
Leads Generated 14 43 39
Leads:
• School of Data Science and Society. Aug 2025. 60 room nights.
• IAWF 4th Annual International Smoke Symposium. Oct 2025. 210 room nights. 2 day
meeting for 250
• RevelXP Full Staff Retreat. June 2025. 371 room nights. 4 day meeting for 260
• NOAH Biannual 2028. July 2028. 1160 room nights. 4 day meeting for 1000
• ESPN 10/5/24 College Game Day. Oct 2024. 305 room nights
• Consumer Travel Show. May 2025. 3 day tradeshow for 5,000
• THI-NC Holshausen Legislators Retreat. Jan 2025 115 room nights. 2 day meeting for
100-150
• VRMA 2025 Spring Event. March 2025. 2 day meeting for 100
• GOTR Board Meeting. Jan 2025. 33 room nights. 3 day meeting for 11
• The Clorox Company Kingsford/ Brita LT Offsite. Dec 2024. 36 room nights. 2 day
meeting for 12
• Boston Cost Center Raleigh Fall Social, Nov 2024. 20 room nights
• GSK Fast Start Meeting. Jan 2025. 36 room nights. 2 day meeting for 25
• The Rotary Foundation Reception. April 2025. 150 people
• The Rotary Foundation Rooms and Dinner. April 2025. 30 room nights.
Sales Activities:
• Completed end of month report
• Attended Weekly staff meetings
• Follow up with venues that have not responded to RFP's.
• Follow up with planners that have outstanding RFP's.
• Posted relevant destination content on Linkedln
• Attended calls with Clean to discuss upcoming marketing strategies
• Meeting with Innovate Carolina Junction to review board meeting set up
• Attended Board Meeting
• Meeting with Jim Phelan, Hannah and Laurie to discuss EIC calculator
• Meeting to discuss OC Strategic Plan and what the VB needs to submit
• Toured Union Grove Farm
• Contacted planner Jason Horowitz with questions about his RFP
• Assisted planner Robert Krause with an urgent RFP for group displaced by hurricane
Helene. No OC hotel had the availability.
Fiscal Year 2024-2025
October 2024 Sales Report
• Contacted planner Chelley Godwin with questions about her RFP
• Sent the Siena list of competition for RFP they submitted a proposal
• Hosted the Veterans Call on Zoom
• Worked with Clean on new meetings campaign ads. Submitted feedback.
• Picked up remaining swag items from the Carolina Inn
• Reviewed previous ITGA budgets from previous hosts.
• Ordered departmental supplies.
• Assisted planner Michael Smith from UNC with information on booking hotels over
football weekends and rates during special events
• Worked with planner Jocelyn Tsai on her RFP
• Contacted Cvent support when the Carolina Inn and Sheraton could not see the
forwarded RFP in the system
• Booked airplane tickets for DC for conference
• Assisted planner Karly Grifasi with transportation companies in the area that offer
accessible transportation for wheelchair users.
• Shared staff calendar with Pix
• Call with Aaron Bachenheimer and Britany Waddel to discuss the ITGA bid. Contacted
local venues for rates/availability for a conference reception. Contacted several hotels to
provide rates and availability for attendees. Provided recommendations on which hotels
to present. Sent Venue Look Book and RDU information to be included with proposal.
Reviewed and provided feedback on final proposal submitted. Contacted the Friday
Center to submit a proposal for the general sessions.
• Assisted planner Jode Mettel with getting VG and Maps for her conference attendees.
• Assisted planner Kriste Kuczynski with recommendations for drop-in child care for
attendees bringing children.
• Created swag bags for keynote speakers for the State of the Art Conference
• Assisted Lisa Kaylie from Extraordinary Venues with hotel contact list.
• Assisted Club Nova with coordinating their Grand Opening event. This project took over
40+ hours to complete. Had several planning meetings with staff. Researched food
options, contacted possible food vendors, prepared a spreadsheet with food costs within
their budget, ordered platters and picked up food items. Handled decor, floral
centerpieces, purchased items, researched rental options and placed order with APR.
Determined room diagrams and set up. Worked the day of the event setting up rooms
and food display, making flavored water, creating centerpieces, getting food out, clearing
plates and replenishing food during event, breakdown and clean up after the event.
Definites:
• School of Data Science and Society Workshop. $22,380. Graduate
• The Rotary Foundation Duke-UNC Peace Center Reception. $28,426. NC Botanical
Garden
• The Rotary Foundation Duke-UNC Peace Center Donor Dinner and Rooms block.
$25,066. Siena
Fiscal Year 2024-2025
October 2024 Sales Report
Lost:
• THI-NC Holshausen Legislators Retreat. Carolina Inn declined to bid.
• Consumer Travel Show. Too large for any OC venue.
• ESPN 10/5/24 College Game Day. All OC hotels declined to bid
• NOAH Biannual 2028. Too large for any OC venue
• BASF R&D Meeting. Booked at Embassy Suites RTP
• NCLHIA Annual Conference. Booked at Embassy Suites RTP
• Meeting Oracle Dec 2024. Unknown. Planner never responded for months.
• Teleflex. Planner never responded for months to emails, voicemails and never awarded
in Cvent.
• HPTN 106 Study Training. Planner never responded for months to emails, voicemails
and never awarded in Cvent.
• Teleflex Strat Planning Meeting. Planner never responded for months to emails,
voicemails and never awarded in Cvent.
• Council on Library and Information Resources. Unknown. The 3rd party planner was -
taken off RFP. Organization decided to book directly. Planner does not know what
happened or who/where the meeting will take place.
• Merz Global Leadership Summitt. Booked at Umstead Hotel
• 2024 Movement Builders Conference. Booked at Millennium Hotel Durham
• UL Q3 2025 ULRI/ULSE Board & Committee Meetings. Canceled.
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