Agenda - 01-23-2014 - 7d - Laserfiche WebLink

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3 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.