BC 2008 08 04 Work Session - Laserfiche WebLink

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August 4, 2008 (Work Session) Page 917 UPON MOTION of Commissioner Carruth, seconded by Vice Chairman Juba and unanimously carried, the Board voted to place the Tourism Authority Draft Reserve Policy on the August 18, 2008 Agenda as a Consent item. Vice Chairman Juba noted the "requested action" on the agenda item request form includes a contract. John Day, County Manager, stated the contract cannot be drafted/negotiated without a directive from the Board of Commissioners. A brief discussion ensued. The following issues were addressed: clarifying emergencies as defined by the Tourism Authority; the development of a CVB emergency policy and crisis communication plan; the contractual expectations and responsibilities of both parties; etc. Vice Chairman Juba MOVED to direct County staff to work with the CVB staff to determine the contractual roles and responsibilities of the Tourism Authority and the County. Commissioner Carruth seconded the motion. Chairman White repeated the motion and commented that the proposed contract would be similar to the one the County has with the Economic Development Corporation (EDC). The MOTION unanimously carried after Ms. Wagster identified the primary differences between the EDC and the Tourism Authority, and requested an additional appropriation totaling $155,299.00. Next, Chairman White addressed Ms. Wagster's request for an additional fund balance appropriation of $155,299.00 for operational purposes in August. A lengthy discussion was held and Ms. Wagster responded to questions from the Board. Mr. Day pointed out that a budget amendment transferring $209,605.00 to the CVB is already on the agenda. He recommended the County's Finance Director address the cash flow issue. Further discussion continued. At the request of the Board, Pam Dubois, Deputy County Manager, explained that in the month of June, the Board allocated $250,000 for operating expenses for the month of July and an additional $209,605 is being allocated to the CVB to equal a 17 percent reserve. A lengthy discussion was held with the following issues addressed: when and how hotel occupancy taxes are received by the CVB; the CVB's monthly expenses, including future payrolls; the date the additional funds will be needed by; "reserve" funds vs. funds to meet cash flow needs; etc. Chairman White suggested Mr. Day and Ms. Dubois meet with the Tourism Authority, before the August 18 meeting, to develop a clear understanding of what is needed and when. Further discussion continued. Issues addressed included the following: whether or not the money belongs to the Tourism Authority; lack of information concerning this request; the need for a cash flow analysis; unbudgeted projects; the CV B's operating procedures; the reserve policy; etc. Pam Dubois, Deputy County Manager, presented information related to a request to transfer a parcel of land to Cabarrus County from the Cabarrus Board of Education on which the school bus garage is to be constructed. She reported this title transfer must be completed for the County to receive sales tax reimbursement on the construction and that an agency and lease agreements must also be executed. UPON MOTION of Commissioner Carruth, seconded by Commissioner Privette and unanimously carried, the Board voted to place the following item on the August 18, 2006 Agenda as a Consent item: "Approval of Title Transfer on Property at the School Bus Garage and Agency and Lease Agreements Related to the Construction of the Bus Garage Facility". - National P John Day, County Manager, presented information related to a request for the NACo RX discount drug contract renewal. He reported that public participation in the program had increased dramatically. UPON MOTION of Vice Chairman Juba, seconded by Commissioner Privette and unanimously carried, the Board voted to place the CVB's request for a $155,294.00 fund balance appropriation on the August 18, 2008 Agenda as a New Business item, including a cash flow analysis prepared by the County Manager and Finance Director.