Agenda - 11-12-2013 - 4 - Laserfiche WebLink

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K A listing of approximately 35 groups, organizations and persons has been gathered, and the Working Group recommendations propose a "Coordinating Committee for the Orange County Fair' ( CCOCF) be formed in January, including representatives from these groups and other interested or identified parties or residents. The initial organizations list is included as an attachment to the report, and many of groups participated in the October 30 information session. The creation of a CCOCF would enable the next steps to be taken to develop a 2015 County Fair Strategic Plan, including more - specific activities and amenities within the identified themes, a three -year financial plan and a recommended management/operating structure for the fair. This information, along with further assessment of the site infrastructure needs, and the potential for sponsorships and volunteer group assistance, would be needed to develop a project budget that is a self- sustaining model, as directed by the Board. FINANCIAL IMPACT: The financial impact of a potential county fair would need to be addressed as the event's specifics are developed and refined. Examinations of other budgets for like events, and a general schematic estimate for this event (as shown in the report) reflect a projected range of $60,000 to $185,000 in costs associated with operating a fair at Blackwood Farm, depending on the scope of activities. Much of this cost is expected to be offset or reduced by revenue structures and coordinated volunteer assistance, which have not yet been developed. The Chapel Hill /Orange County Visitors Bureau currently has a special event fund that has supported several events in Orange County, including TerraVITA and 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 an events contractor 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. 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 over time, and if possible, from the outset. The Working Group has identified the County's future Blackwood Farm Park site as the likely preferred location. Some improvements (primarily a new entry road, parking and site work) would be needed for a County Fair to occur in 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 and beyond (see attached Blackwood Farm Park CIP page). RECOMMENDATION(S): The Interim Manager recommends that the Board receive the report of the Working Group, discuss whether to proceed with planning for the fair, and identify any needed additional information. If the Board wishes to proceed with planning for the County Fair concept, and is in agreement with the proposed coordinating committee approach, the Working Group could be instructed to bring back a recommended charge and scope of work for the proposed Coordinating Committee for the Orange County Fair, along with a timeframe of activities. The Clerk to the Board could also be instructed to solicit for possible applications for the Committee appointees.