AGENDA

SWANSBORO TOURISM DEVELOPMENT AUTHORITY

Thursday~ April 13, 2017 at 2:30 pm

TOWN HALL - COMMUNITY ROOM

A. Call to Order Dr. Tina Siegel, Chair

B. Approval of Minutes1. January 19, 2017

C. Reports1. Financial Report Sonia Johnson

D. Old Business

E. New Business1. Presentation of Proposed Budget FY 17/18 Sonia Johnson 2. Set date to hold a public hearing/adoption Sonia Johnson 3. Funding Request-Pirates Fest ($2,493) Brittany Shipp

a. Motion to approve/deny funding4. Funding Request-Slide the City ($5,000) Brittany Shipp

a. Motion to approve/deny funding5. Funding Request-Swansboro Municipal Park Enhancement ($12,270) Brittany Shipp

a. Motion to approve/deny funding6. Motion to approve/deny approved budget requests (Budget Amendment #6)7. Contract for Audit Services FY 16/17 Sonia Johnson

a) Motion to approve/deny Audit Contract FY 16/178. Report on Visit NC 365 Conference Dr. Tina Siegel, Chair 9. Advertising Report Donna Hammonds

F. Public Comments

G. Board Comments

H. Adjournment

Enclosures: Draft Minutes-January 19, 2017 Meeting Financial Summary Analysis as of 03/31/17 Funding Requests Contract for Audit Services FY 16/17

Next Scheduled Meeting: Thursday, July 13, 2017 at 2:30 pm

SWANSBORO TOURISM DEVELOPMENT AUTHORITY REGULAR MEETING MINUTES

Thursday, January 19, 2017

Page 1 of 5

Call to Order Mrs. Siegel called the meeting to order at 2:33 pm. Board members in attendance were: Tina Siegel, Randy Swanson, Jack Harnatkiewicz, Linda Thornley, and Hal Silver. Board members absent were: Junior Freeman. Approval of Minutes On a motion by Mrs. Thornley the October 13, 2016, regular meeting minutes were approved by all board members.

Reports Sonia Johnson reviewed the following Financial Report.

Page 2 of 5

The Board discussed different ways to increase overnight stays at the Hampton Inn to help increase revenues. Old Business Swan Project Mrs. Johnson reminded the board that the auditor had considered the funds spent for the Swan Project reversed and that if reimbursement came then the funds would be recorded as a revenue. Mrs. Johnson requested direction from the Board for how to handle this project. The Board agreed not to pursue any further.

Page 3 of 5

New Business The Board requested that Mrs. Shipp present all her funding request items at one time. Funding Request-Wayfinding Project ($5,000) Mrs. Shipp introduced the project and reviewed the proposed rendering of the signs provided below.

Mrs. Shipp shared that the signs would be designed in house and installed by the Public Works Department. She also shared that a committee would be created to assist with determination of what would be included on the signs and the location where the signs would be installed.

Funding Request-Snow up the Park Mrs. Shipp shared that they were also seeking a partnership for the upcoming Snow up the Park event scheduled for February 4, 2017. She reviewed the following partnership options.

• Platinum Level: $1500 and up • Gold Level: $500-$999 • Silver Level: $250-$499 • Bronze Level: $100-$249 • TapSnap Photo Sponsor (3) $250

Funding Request-Ward Shore Park Living Shoreline Mrs. Shipp reviewed that The Town proposes to remove the deteriorated pilings and bulkhead from Ward Shore Park and replace it with a living shoreline. This will provide a more natural bank stabilization technique utilizing plants, sand, and rock to protect vegetation and soils. Living shorelines also allow for enhanced recreational uses including easier access to the water. In addition, the rock will serve as a “living breakwater” that will help to decrease the energy of the waves as they reach the shoreline.

Mrs. Shipp also reviewed that the project cost was $49,500 with a 50/50 local cash match of $24,750. Funding Request-Bicentennial Park Fishing Pier

Page 4 of 5

Mrs. Shipp reviewed that the Town had been awarded $112,973 to replace the public pedestrian/fishing pier at Bicentennial Park. Funds were awarded to also install a wooden trellis with swings, replace picnic tables and trash cans and incorporate in new landscaping throughout the park. The proposed T-style pier will be constructed of concrete slats and will include varying height railing to provide ease in accessibility for individuals of all ages, abilities and those using wheelchairs. The pier will include a roofed entry that will contain built-in benches and tables and will be roofed in the same style as the Church St. Gazebo and Pug Pavilion. A fish cleaning station and built-in benches are also proposed. The Bicentennial Park improvement project will implement policies contained in the Town of Swansboro Land Use Plan, Waterfront Access and Development Plan, Comprehensive Parks and Recreation Plan, and report of the Downtown Renaissance Committee. Another funding option was pursued for $98,000 from the CRFL Grant, which was to be announced if funding would be awarded on January 24, 2017.

Mrs. Shipp also reviewed that the project cost was $150,631 with a 75/25 local cash match of $37,658. After discussion, the board made the following motions for funding:

• On a motion by Mr. Harnatkiewicz, $5,000 from Capital Funding was approved for the Wayfinding Sign project, and approved unanimously by the Board

• On a motion by Mrs. Thornley, $500 from Capital Funding was approved for the Annual Snow Up the Park event, and approved unanimously by the Board.

• On a motion by Mrs. Thornley Budget Amendment # 3 was approved to appropriate $4,000 to the Ward Shore Living Shoreline project in FY16/17, with $4,000 to be appropriated with the 17/18 Budget year. The motion was approved unanimously.

• On a motion by Mrs. Thornley Budget Amendment # 4 was approved to appropriate $8,000 to the Bicentennial Park Fishing Pier project in FY 16/17, with $8,000 to be appropriated with the 17/18 Budget year. The motion was approved unanimously.

Audited Financial Statements-June 30, 2016 Mrs. Johnson shared that the Audited financial statements verified that the Boards Net Position balance as of June 30, 2016 was $53,916 with an Unrestricted Balance of $46,646.

Advertising Update Donna Hammond from the Swansboro Area Chamber reviewed the website usage statistics.

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Mrs. Hammond also shared that the newly deployed Swansboro App for Smartphone is still undergoing some editing to perfect the app, but it is functioning and working. She also shared that the Coast Host was sending her go to the April Southern Living Show.

Public Comments No public comments were offered.

Board Comments No comments were offered.

Adjournment On a motion by Mr. Silver, the meeting adjourned at 3:40 pm with unanimous approval.

Minutes from January 19, 2017, were prepared by Deputy Clerk Alissa Fender and were documented for the official record and accepted by the

Town of Swansboro Tourism Development Authority.

Memo

To: Swansboro TDA Members

From: Sonia Johnson

Date: 04/07/2017

Re: Correction to Draft Minutes

Correction needs to be made to the Analysis of Revenue/ Expense report. The amount of $8,750 reflects the total approved budget amendments up to that specific period and it should have reflected the YTD actual.

SWANSBORO TOURISM DEVELOPMENT AUTHORITY

FINANCIAL SUMMARY ANALYSIS

FY 2016/2017

BUDGET LINE ITEM BUDGET BUDGET ACTUAL

2015-2016 TRANSFERS AMENDMENT REVISIONS 07/01/16-03/31/17

46,646.24$

Revenue:

Acct #

70-390-0950 Occupancy Tax - Transferred from Gen Fund 57,000.00$ 57,000.00$ 40,804.17$

70-399-0991 Fund Balance Appropriation 20,650.00$ 20,650.00$ -$

57,000.00$ 20,650.00$ 77,650.00$ 40,804.17$

Expenditures:

Acct #

70-800-1910 Services - Auditor 1,900.00$ 1,900.00$ 3,800.00$ 3,700.00$

70-800-3910 Advertising/Promotions: -$

Chamber - Visitor Ctr Management / $2300 Qtr 9,200.00$ 9,200.00$ 6,680.26$

General advertising ($5050/qtr) 20,200.00$ 2,500.00$ 22,700.00$ 18,066.43$

Liz Honeycutt Advertising -$ 5,000.00$ 5,000.00$ 3,555.00$

70-800-2995 Administrative Services 3,600.00$ 3,600.00$ 2,700.00$

70-800-2010 Supplies 450.00$ 450.00$ 474.65$

70-800-3100 Travel / Conference 2,000.00$ 2,000.00$ 1,509.98$

70-800-4540 Insurance 300.00$ 300.00$ 200.00$

70-800-4910 Dues & Subscriptions 350.00$ 350.00$ 350.00$

70-800-5000 Capital Outlay -$ -$ -$

70-800-7910 Tourism-Related Expenses (Grants) - Awarded (Marketing) -$ -$ -$ -$

70-800-7920 Tourism-Related Expenses (Grants) - Awarded (Capital) 19,000.00$ (7,500.00)$ 18,750.00$ 30,250.00$ 4,690.87$

57,000.00$ -$ 20,650.00$ 77,650.00$ 41,927.19$

ACTUAL CASH BALANCE @ 03/31/17 45,523.22$

AVAILABLE FUND BALANCE @ 03/31/17 45,523.22$

News & Observer 1,216.00$

ENC Publishing 1,150.00$

Our State 2,260.00$

Sight & Sound Media 413.21$

Carolina Publishing & Assoc 2,455.00$

Swansboro Area Chamber of Commerce 3,079.72$

Waterway Guide 2,095.00$ 3,195.00$ Co-Op Checks Poor's Mans Hole 275.00$

Coast Host -$ Southern Coast Realty Group 275.00$

Appy City 2,500.00$ Swansboro Paddle Boarding 275.00$

Healey Publishing 1,295.00$ Ice House 275.00$

Barefoot Guide 807.50$ 1,100.00$

Coastal Media 795.00$

Total General Advertising 18,066.43$

Beginning FB 46,646.24$

Revenues 40,804.17$

Expenditures 41,927.19$

Cash balance 45,523.22$

Available FB 45,523.22$

Fund Balance @ 6-30-2016

07/01/15-03/31/17

Presentation of Proposed Budget FY 17/18

Budget FY 17/18 to be presented at the April 13, 2017 meeting

Swansboro Tourism Development Authority

Provided by: Brittany Shipp, Director – Swansboro Parks and Recreation Department

2017 Pirate Fest May 13, 2017

Funding Source: Swansboro Parks and Recreation program/event budget and Onslow County

Parks and Recreation program/event budget

Event Cost: $4,985 Funding Request: $2,493

Previous Hotel/Anticipated: 2016: 10 rooms; $1,005 Anticipated 2017 Attendance: 8,500

Event Description: Pirate Fest is designed to provide a family friendly community event that

incorporates coastal Onslow County’s natural resources. The event is free and open to the

public. Every effort is made to ensure that the event is accessible to everyone. The event will be

held in Downtown Swansboro. The event takes place throughout Downtown, activities will be

held at the Pavilion on the corner of Church and Front Street as well as some of the adjacent

properties. Beginning in 2017 Onslow County Parks and Recreation partnered with Swansboro

Parks and Recreation to host the Pirate Fest.

The festival kicks off at 10:00 a.m. with vendor booths featuring arts and crafts, face painting,

food, pirate games and activities for children. Live entertainment is schedule to begin at 10:00

a.m. and will run until 4:00 p.m.

Pirate Fest features many stage shows held several times throughout the festival day and are

interactive with the audience. A few of the stages shows are pirate combats, sword fighting

demonstrations, and pirate living history reenactments. Throughout the day there will be pirate

storytelling, musical entertainment, guest author appearances, treasure hunts, live mermaids, and

flintlock weapons, black powder, and bull-whip demonstrations! Pirates, a mermaid stilt walkers,

and other characters will roam the downtown area providing guest interaction. Festival goers will

have the opportunity to fight a pirate and interact with many pirate characters. Patrons will be

able to attend a meet and greet session with pirates, mermaids, performers, characters, and

entertainers.

New this year – Buccaneer Ball and Pump Up the Pirate activities. There will be a variety of

programs and activities leading up to the main event on May 13. A Buccaneer Ball will be held

at Town Hall the evening before in conjunction with outdoor activities and a movie at the

Downtown Pug Pavilion.

Since the event’s inception the festival’s attendance has grown to over 9,000 patrons. It is

anticipated that attendance will grow as the event adds more features. Entertainers come from all

over including, Virginia, Virginia Beach and Charlotte NC.

Slide the City July 15, 2017

Funding Source: Swansboro Parks and Recreation program/event budget (over two FY)

Event Cost: $35,000 Funding Request: $5,000

Previous Hotel/Anticipated: first time event Anticipated 2017 Attendance: 10,000

Event Description: Swansboro Parks and Recreation is bringing a record-breaking water slide to

brighten things up downtown on July 15, 10am-4pm. Come ready to splish, splash and enjoy

Slide the City’s family-friendly slip-and-slide water party! There will be live music, food,

drinks, activities, and of course the biggest slip and slide ever to hit asphalt. Don’t worry, it’s

padded for all 1,000 feet.

Information from Raleigh, NC 2016 event:

3,000 sliders; 6,000 spectators

$27,000 local spend on equipment rentals, food, hotels, gas, and more

$2,000 donation to local charity

Connect NC Bond: Swansboro Municipal Park Enhancement Project

Project Period: awaiting contract; expiration expected 6/19

Funding Source: Connect NC Bond Grant

Project Cost: $245,404 80/20: $49,080 local cash match; $196,324 CNCB

Funding Request: $12,270

Project Description: The Town of Swansboro proposes to provide enhancements to Municipal

Park that would increase accessibility and inclusive play. Swansboro has actively pursued the

development of recreational amenities for all residents and visitors for many years. Most

recently, a Liberty wheelchair swing, fully inclusive playground feature and accessible adult

fitness equipment were incorporated in Municipal Park.

Swansboro Municipal Park is a diversified, 18-acre community park located at 830 Main Street

Extension, Swansboro, in Onslow County. The park’s amenities include a Recreation Center,

skateboarding park, tot play area, basketball and tennis courts, multi-use fields, .66-mile

fitness/nature trail, community garden and a concession/restroom facility. Access from the

parking lot to the fitness trail and playgrounds is provided through five-foot-wide concrete

sidewalks.

New additions proposed include incorporation of an all-inclusive 1,500 sq. ft. splash pad in

between the Recreation Center and existing playground, re-construction of the tennis courts to

include multi-use design features, a new parking lot and accessibility enhancements to existing

park features.

Enhancement and inclusive play features in the Swansboro park system are necessitated through

a variety of documented sources. The Swansboro Parks and Recreation Board conducted a

survey of recreational needs in conjunction with the preparation of the Parks and Recreation

Comprehensive Plan in 2007. The survey identified the need for a splash pad as the second

highest, only to be topped by the desire for a swimming pool.

In addition to the recreational needs survey, the Division of Exceptional Children Services -

Onslow County School System shared that students with disabilities make up approximately

15% of the total school aged population in the Swansboro area. Furthermore, Onslow County

ranks in the top five counties with highest population of veterans per 1,000 residents. The splash

pad feature would eliminate a major barrier that causes children and veterans with disabilities to

have to remain inside during the hot summer months. It can be difficult for children and veterans

with disabilities to enjoy the ocean and there is not access to a public pool in the area. Veterans

with mobility issues would also be very well accommodated with the splash pad feature and

multi-use design of the tennis courts.

It may be noted that a counter was installed with the new inclusive play feature that reflected a

visitor number of 10,584 for the month of October. The addition of the proposed features would

allow Swansboro to continue to provide opportunities for children, veterans and families of all

ages and abilities to come together and enjoy recreational opportunities, shoulder to shoulder,

without bounds.