Carrboro Tourism Development Authority

Transcription

1 Carrboro Tourism Development Authority AGENDA February 5, Consider Minutes of the January 8, 2017 TDA meeting 2. Report from the Finance Director 3. Consider an application for funding for the Not So Normal Race Discussion on annual report to the Board of Aldermen 5. Review application for funding for changes/edits 6. Discussion on creating an RFP for new website

2 Carrboro Tourism Development Authority January 8, 2018 Board members present Erin Jobe, Dan Mayer and Donald Strickland TDA Liaison - Annette Lafferty, ECD Director Others present: Arche McAdoo, Finance Director Chairperson, Erin Jobe opened the meeting at 3:00 p.m. The meeting began with a motion by Erin Jobe seconded by Dan Mayer to approve the minutes of the December 4, 2017 meeting. The motion passed unanimously. The TDA then discussed allocating funds to the Town for consulting fees to develop a wayfinding program. The Town is recommending Axia Creative as the consultant for the project. There was a motion by Dan Mayer seconded by Erin Jobe to adopt the proposed amendment to the annual budget by increasing the total budget by $35,000 consistent with the attached ordinance amendment. The motion carried unanimously. There was a discussion regarding the March meeting and possible topics to cover. Dan Mayer asked that Recreation and Parks Department report back to the TDA sometime in the future about upcoming events. The TDA will be preparing the annual report to the Board of Aldermen for presentation on at the March 6, 2018 meeting. And finally, the TDA discussed the desire to update the website and they would look at other websites for examples. The meeting adjourned at 4:00 p.m.

3 REQUEST FOR PROJECT FUNDS CARRBORO TOURISM DEVELOPMENT AUTHORITY Due at least two months prior to event and at least 7 days prior to next regularly scheduled CTDA meeting. Representative of the Organization seeking funding must attend this CDTA meeting. CDTA reserves the right to give less than what is requested. Amount given will depend upon the scope of the Organization's Project. CDTA will NOT fund the general overhead expenses of Organization or staff salaries of Organization. The Carrboro Tourism Development Authority allots funds for the purpose of PROMOTING TOURISM IN THE TOWN OF CARRBORO. Conditions of all funds allotments include: ' The approva I and ava ilability of funds (funds are dispersed on a ro llin g basis). ' ' Applicant utilizes Townof Carrborologoonall print media. ' Applicant doesnotdiscriminate against"any individual on the basis of race, color, religion, sex, gender, national origin, disability, sexual orientation or gender expression/identity in any of event related activities or operations whether financed in whole or in part by funds received from the Carrboro Tourism Authority. ' No funds will be dispersed until Applicant enters into a written agreement with the CTDA. Name of Orqanization: Not So Normal Fund, Inc Type of Orqanization: North Carolina Non-Profit Address: 109 Eagle Rock Ct Chapel Hill, NC Contact person: Jay Radford Phone: 'iav@notsonormalrun.orq Website : www. NotSoNormalRun.orq Project Title: Not So Normal Run +Fun Proiect Date(s): April 15, 2018 Total Budget of the Project:$35,000 CTDA Funding Request: $4,000 If Project is an Event, Give the Event Location:Town Commons

4 Information About The Project Please describe your project and include the following paragraph headings: ' Th e Project (event, purchase, etc.) - The 2018 Not So Normal Run will occu r April 15, 20L8, featuring Quarter, Hall and Three Quarter Marathons, two relays and a 5k along with a myriad of other events in and around Carrboro. The primary beneficiaries of the race's proceeds are The Orange County Rape Crisis Center and the Inter Faith Councilfor Social service. As part of the entry fee to the races TABLE and First Pages will benefit along with many other local non-profits through the course of the weekend's events. A celebration of community and philanthropy, with a little sweat thrown in, the 20L8 Not So Normal Run looks to build on its past successes and increase community involvement. Here is an overview of the weekend events, each benefitting a different local non-profit: Saturday, April 14, 2018: We will hold our race packet pick-up and swag party at the Hampton lnn Carrboro from L0:00am - 3:00pm. Sunday, April 15, 20L8: We runl The 5k, Quarter, Half, and Three Quarter Marathons plus relays will start at 7:30am and be enjoyed by 1,100 runners. Before, during, and after the races we will have food, music, and fun for all at the Town Commons. ' About YourOrganizat'ron: My name is Jay Radford and I am the creator and director of the Not So Normal Run. We are a registered North Carolina Non-Profit Corporation. I created this event because I saw the need in the area fona family friendly event built around community, philanthropy, and exercise. I do not get paid and my team/support staff are as follows: Adrial Designs - Website Design ' Matt Logan - Fleet Feet Nora Ayers - Fleet Feet Crystian Kumnick - Sport Often,: ' Market in g - Our marketing plan is built on the platform of Social Media, Facebook and Twitter primarily. o lt starts with the Not So Normal Run website and social media platforms o Then we share through all of our Partners and Beneficiaries' social media platforms o Weekly s are sent to our database of over L,7OO past/current Not So Normal Runners o There will be posters all over Carrboro promoting the race and we are adding more daily o We will also be adding some print ads in the weeks to come in Chapel Hill Magazine and Endurance Magazine to promote the race and the weekend events. o Through our partnership with Chapelboro/The Hill we have an extensive on-air presence leading up to the weekend as well as a live broadcast race morning ' Tou rism E n h an ce ment n - This event is built to bring people to Carrboro/Chapel Hill to experience all the wonderful things the town has to offer. Through the course of the weekend we project well over 2,000 people coming to Carrboro to participate and explore the town. We measure this number based on projected race entries, the promotional partnerships with our Sponsors and Non-Profits, and the myriad of events planned for the weekend. ' Measurements - We will measure success by total attendance and revenue which will be easyto count because each event is measurable. We will know exactly how many people ran the race, how many ate at the restaurants on Saturday night, how many people

5 patronized the local businesses on Friday, and how much moneywe raised for each of the non-profits. The Not So Normal Run is not a for profit event, 100% of its proceeds go to charity. ' lmprovements - As with many new events we are constantly evolving and adjusting the plan to make sure we maximize awareness, attendance, and enjoyment. ' Use of CDTA Funds-We will usethe moneyfrom the CTDAto help payforthe ad buyin Chapel Hill Magazine, Endurance Magazine, Sportoften.com, Chapelboro/The Hill and other media placements as they present themselves which is focused on driving awareness about the events and the Town of Carrboro Contact Information: Jay Radford Address: 109 Eagle Rock Ct Chapel Hill, NC 27516

6 Project Budget Insert or delete lines nearest dollar. / columns in the table as needed and round to the Current Year Budget Prior Year Actuals (if applicable) Sources of Cash ( Revenue): Your orqanization i0.00 ;18,650 CTDA i4,000 ;2,950 Sponsorships i0 )5,278 Booth fees ;0 Entry or other fees ;26,ooo i8,700 Sales Other (pls. specifv) ;ls6 i435(raffle Tix) Total Sources of Cash i36,000 )32,169 Uses of Cash (Exoenses): Salaries, wages, taxes & ;0.00 benefits Contracted services )22.OO0 )23,483 Cost of merchandise i7,000 )5,561 Rental of facilities ;0 Rental of equioment i1,700 ;2r0 Expendable supplies i1,000 Printinq i300 Print media i3,000 Radio media ;0 i3,000 Other advertising (pls soecifv) Other expenses i1,000 )2,915 Total Uses of Cash (Expenses): ;35,000 )32,169 Net Cash Flow ;0 I ceftify that any significant alterations in the project will be reported to the CTDA as soon ble and that I will provide the CTDA with the required Project in thi'rty (30) days of the completion of the project. Race Director Title OL/L7/LB Date: