TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Proposal to Fund a 4th of July Celebration for 2003
DATE: April 14, 2003
If the Town is to hold a 4th of July celebration on July 4, 2003, planning and obligation of funds is necessary in order to proceed. The attached resolution would authorize actions necessary to plan a celebration in Kenan Stadium in FY 2003-04.
BACKGROUND
The Town has traditionally held a 4th of July event with fireworks at the University of North Carolina’s Kenan Stadium. The event has consisted of several hours of entertainment, including music, children’s activities, and a fireworks show.
Because of budget constraints, the event was not held in 2002.
DISCUSSION
All costs for the proposed event would be incurred in the FY 2003-04 budget. We estimate that direct costs for a 4th of July celebration would be approximately $32,000 (excluding Town personnel costs). The expenditures fall into four categories:
Fireworks $12,000
University Personnel Charges $ 9,500
Stage/Entertainment $ 9,500
Publicity/Supplies/Miscellaneous $ 1,000
TOTAL $32,000
We believe that if the event is held that revenues could come from three sources:
Town of Chapel Hill $24,500
Corporate/private sponsorship $ 4,500
Town of Carrboro $ 3,000
TOTAL $32,000
The event has been co-sponsored with the Town of Carrboro and the University. The University’s contribution to the event has been limited to free use of Kenan Stadium. The Town has been responsible for reimbursing the University for all personnel costs. We have executed the necessary contract with the University.
A Town of Carrboro staff member informed us that a preliminary funding request in the amount of $3,000 for the event has been included in their initial budget request.
In the past the Executive Director of the Downtown Commission worked to solicit sponsors for the event. In 2001, two private sector sponsors contributed $3,000 and $1,500 respectively to support the event.
RECOMMENDATION
That the Council adopt the attached Resolution authorizing the Manager to begin planning for the event if the Council desires to hold a 4th of July celebration in 2003.
A RESOLUTION INDICATING THE COUNCIL’S INTENT TO HOLD AN INDEPENDENCE DAY CELEBRATION AT KENAN STADIUM ON JULY 4, 2003 AND AUTHORIZING THE MANAGER TO PROCEED WITH PLANNING FOR THE EVENT (2003-04-14/R-7)
WHEREAS, the Council intends to hold a 4th of July celebration at Kenan Stadium on July 4, 2003 or the rain date of July 5; and
WHEREAS, planning for the event must take place prior to adoption of a budget for FY 2003-04;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Manager to begin planning for the event based on a Town contribution of approximately $24,500.
This the 14th day of April, 2003.