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HomeMy Public PortalAbout06-09-2021 Minutes TDA Regular Meeting 101 E. Orange St., PO Box 429, Hillsborough, NC 27278 www.hillsboroughnc.gov | @HillsboroughGov www.visithillsboroughnc.com | @HillsboroughNC Tourism Development Authority Minutes | 1 of 3 Minutes Hillsborough Tourism Development Authority Remote regular meeting 5:30 p.m. June 9, 2021 Virtual meeting via YouTube Live Town of Hillsborough YouTube channel Present: Chair Matt Hughes, Dani Black and Kim Tesoro Staff: Economic Development Planner Shannan Campbell 1. Call to order Chair and Commissioner Matt Hughes called the meeting to order at 5:36 p.m. Economic Development Planner Shannan Campbell confirmed the presence of a quorum. 2. Agenda changes and approval Hughes noted the agenda stood as presented. 3. Minutes review and approval None. 4. Action items A. Budget public hearing and discussion Hughes opened the public hearing. There were no public comments. Campbell shared her screen to review updated budget items. She noted the Orange County Arts Commission transferred $975 to the Tourism Development Authority to cover the stipends for the artists selected to submit a design for the mural to be painted on the building that houses The News of Orange County. Campbell said the town manager recommended the parking study be funded in FY22. The Tourism Development Authority was planning to spend $16,000 on the study, but the Board of Commissioners is reconsidering the portion of the study it will pay. She said the authority could zero out this expenditure and create a budget amendment later in the year. The draft budget reflects this. Campbell said the 3% holdback on occupancy tax revenue is increasing from $1,750 to $1,800. Also, the amount set aside as the authority’s portion of the staff salary was corrected from $19,246 to $19,344. Tesoro asked if that amount will change as Campbell’s position with the town changes to take on more non-tourism responsibilities. Campbell said the town will hire a planning technician and the amount allocated for staff salaries may change. Hughes said he had brought this up to the town manager as well as the parking study allocation. He said the dollars spent from the Tourism Board and Tourism Development Authority must be related to tourism. Hughes said the Board of Commissioners, Tourism Development Authority and Tourism Board will likely have to approve budget amendments in FY22 as Campbell’s position changes. He said there may be a contracted position to cover the tourism-related responsibilities. Hughes said he would propose the Tourism Development Authority Minutes | 2 of 3 Tourism Board and Tourism Development Authority each fund 25% of the parking study, which would be $2,500. Motion: Tesoro moved to change the parking study line item to $0 with an understanding that there will be a budget amendment later in the fiscal year to cover part of the cost. Black seconded. Black added concern about the anticipated cost of the parking study because it is high. Hughes said it’s more related to planning than tourism, so the town paying only a third of the cost does not make sense. Black said if it is expensive, then she wants it to be a robust study that covers all the factors. Hughes said the expected redevelopment of the jail facilities is an important reason to go forward with a parking study. Campbell called the roll for voting. Vote: 3-0. Ayes: Black, Hughes and Tesoro. Nays: None. Tesoro said the authority had a great retreat during which she shared the chamber would not be running Sundays in Hillsborough. She asked where the $10,000 allocated for that would be spent. Campbell indicated it would go to targeted marketing. Black asked if line items should be updated to reflect the retreat. Campbell recommended updating the internal budget the authority uses but not the wording for the budget. Hughes suggested changing it after the ERP gets installed in July. There was discussion about changing the name of the TDA Budget Project to leave it more open to performing arts. Referred to retreat. Motion: Tesoro moved to amend the draft budget to change a line item to read “Accommodations marketing ad campaign.” Black seconded. Vote: 3-0. Ayes: Black, Hughes and Tesoro. Nays: None. Black asked why website maintenance went up for FY21 and more for FY22. Campbell said there are multiple apps with annual fees. She said the estimate is a little high. She could adjust it down. Hughes said Column L is an estimate until the audit in December. It was left as it was. Black requested the budget state the timeframe the fiscal year covers. She also asked for more comments in Column R and quested that the column be sent to the authority members in the future. Tesoro added she would like comments to note when costs are shared and at what percentage. There was overall discussion on the need to identify why North Carolina permitted tourism development authorities to be created and subsequently why the Town of Hillsborough wished to create one. He has researched the state’s archives. Campbell has reviewed the Board of Commissioners’ meeting minutes and will share those with the authority members. Hughes closed the public hearing. B. Adoption of FY22 Budget Motion: Black moved to adopt the budget. Tesoro seconded. Tourism Development Authority Minutes | 3 of 3 Campbell called the roll for voting. Vote: 3-0. Ayes: Black, Hughes and Tesoro. Nays: None. 5. Monthly reports A. Staff report and occupancy tax revenues reports Campbell said she did not have a revenues report because the Financial Services Department is short-staffed. Her report for the members included some marketing and advertising information. She added, according to the minutes, the Board of Commissioners wanted to create a tourism development authority in hopes of being able to use some of the revenues to offset the overtime costs of police officers assisting with special events. She thinks at the time the board didn’t understand the revenue would not go in the town’s general fund. B. Board comments No comments. 6. Adjournment Motion: Black moved to adjourn the meeting at 6:32 p.m. Tesoro seconded. Vote: 3-0. Ayes: Black, Hughes and Tesoro. Nays: None. Respectfully submitted, Shannan Campbell Economic Development Planner Staff support to the Hillsborough Tourism Development Authority Approved: September 22, 2021