12 Noon, December 2, 2015
Manning's Restaurant, Clayton


Present:          E Brame, J Godfrey, L Daniels, S Henley, M Zapp, C McLamb, K Brinson, R Capps
Absent:           K Henthorn, R Andrews
Staff:              D Bailey-Taylor, A Phillips
Guest:            Ted Godwin, County Commissioner


I.     Call to Order – K Brinson, Chairman

K Brinson called the meeting to order at 1:07 p.m. and stated that a quorum was present. With no corrections, the agenda was adopted. K Brinson also asked for any possible Conflict of Interest concerning the agenda. With none being heard the meeting continued.

K Brinson welcomed Randy Capps to the board. He was appointed by Four Oaks Chamber of Commerce.

K Brinson asked for a motion to accept the November minutes that were previously sent to the board.

E Brame motioned to accept the November minutes as presented. J Godfrey seconded. Motion passed unanimously.

II.     Finances - October Financials - D Bailey-Taylor

Month-to-Date Revenue for October was $63,437.75. Month-to-Date Operations were $67,327.27. Net Income for the month was -$3,889.52. Year-to-Date Revenues were $443,891.93. Year-to-Date Operations were $327,497.94. Year-to-Date net income was $116,393.99. The October county revenues were $59,617.62. Smithfield’s October Revenues were $16,183.13. Selma’s October Revenues were $8,514.10. Kenly’s October Revenues were $2,144.87. Benson’s October Revenues were 789.33. D Bailey-Taylor stated that Smithfield and Selma did not get deposits in before the end of the month. It was also noted that some revenues were down due to I-95 being shut down in SC for 13 days due to flooding.

III.    Executive Committee - K Brinson

The board was reminded about the proposed Unallowable Purchases Policy that was given out at the November board meeting. They were asked to review the policy and be prepared to vote on the policy at the January board meeting. The board was also given a copy of the proposed Public Information Request Policy & Procedures. This proposed policy will also be addressed at the January board meeting. The board was advised that the bureau had received a request for emails and that DBT was in the process of gathering the emails, making sure that no personal contact information from the staff, board, or other persons were included in the emails before sending them out.

Discussion was had about the invoice from Mitch Armbruster for legal fees that related to the ongoing public records requests. This item was not budgeted for in the 2015-16 budget.

L Daniels motioned to go before the County Commissioners to amend the 2015-16 Budget, pulling the needed amount from the fund balance and placing in the Legal and Professional Fees line item. M Zapp seconded. Motion passed unanimously.

Due to scheduling and time, the board will not be able to go before the County Commissioners until their January meeting to request the budget amendment. Discussion was had about adjusting the budget in order to pay the invoice until the January commissioners meeting.

M Zapp motioned to allow the legal fees to be paid by adjusting the budget temporarily to avoid late fees. J Godfrey seconded. Motion passed unanimously.

IV.     Special Projects - D Bailey-Taylor

D Bailey-Taylor reported there were no special event grant requests this month.

V.     Marketing Committee - S Henley

Marketing committee will meet on December 15 as scheduled. L Daniels suggested the committee consider a temporary billboard with the message: 8 hotels welcomes Starbucks, Chipotle, and Buffalo Wild Wings to Smithfield with large 95 exit numbers. D Bailey-Taylor to have something drafted by E Dean before the next meeting.

VI.     Sports Council Committee

J Godfrey stated that the Sports Council minutes were in the packet of information given to the board members and asked that they review the minutes as time allows. Work continues on the Bike Route signage project and boat ramp at Fire Department Road. J Godfrey invited all board members and anyone from their perspective communities that would like to attend the January 4 County Commissioner's Meeting at 6pm to share the Resolutions of Support from all municipalities around the county. The Sports Council will request from the commissioners that one person be hired or assigned to work on several of the recommendations from the master plan.

T Godwin spoke on the future needs for a Recreation Director or someone in the planning department designated to work on the immediate recommendations from the Master Plan. Much discussion was had on how that may be addressed at the county level and in partnership with the Visitors Bureau.

VII.     Staff Report

D Bailey Taylor asked that the board review the staff report as well as the 2016 meeting schedule, which is in the board packets.

VIII.    New Business


IX.   Old Business


Meeting adjourned at 1:54 PM.