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HomeMy WebLinkAboutMinutes - 12-10-1997 Board Mtg Minutes Chapel Hill/Orange County Visitors Bureau Board December 10, 1997 The Chapel Hill/Orange County Visitors Bureau Board met Wednesday, December 10, 1997, 8 a.m. at the Burwell School in Hillsborough. Board Members Present: Lee Pavao, Chairman Moses Carey, Jr. Margaret Skinner Catharine Callaway Rick Strunk Stephen Halkiotis Board Members Absent: Hilliard Caldwell Pat Evans Remus Smith Nancy Davis Staff Present: Shelly Green, Director Betty Davis, Administrative Assistant Guests: Ted Abernathy, Orange County EDC Cathleen Turner, Alliance for Historical Hillsborough Sandy Roberts, UNC-CH Visitors Center Joel Sheer, Sheer Associates, Marketing Agency John Link, County Manager Chairman Lee Pavao called the meeting to order at 8:05 a.m. at the Burwell School. INTRODUCTION OF GUESTS Mr. Pavao welcomed members and recognized and greeted guests to the board meeting. APPROVAL OF MINUTES Mr. Pavao made a motion that the minutes be approved as submitted. Mr. Rick Strunk seconded the motion. With all board members in agreement the minutes were accepted. BUDGET AND FINANCE Mr. Moses Cary, treasurer, reported the visitors bureau was in "good shape"budget wise. After discussion regarding the budget "draft"which was included with the board packet, Mr. Halkiotis expressed concerns regarding the $30,000 cost for highway signs. The cost for the signs increased $15,000 over the last eighteen months. Ms. Green explained the difficulty in attempting to work with the Department of Transportation regarding the highway signs: installation, costs, locations, engineering, etc. Mr. Link stated that the highway signs and the approval of the slogan were scheduled to go before the county commissioners at the December 16th meeting. Mr. Link suggested that since many things had changed regarding the highway signs that the abstract on the county commissioners agenda be re-written reflecting those changes. Ms. Green and Mr. Ted Abernathy will re-tool the abstract regarding the highway signs and forward to Mr. Link for commissioner's meeting. Mr. Cary stated the revised budget should retain the $30,000 for highway signs. The board could decide not to spend the full amount based on commissioner's input. Also, the revenues for the bureau were up $100,000. Ms. Green advised there has been a 4% growth in occupancy tax overall and pointed out the last quarter of the Chapel Hill occupancy tax came in after the 96-97 books were closed. The revised budget was for $560,000. It was at this time that Mr. Cary made a motion to approve the revised budget, Mr. Pavao seconded the motion, and with all in favor it was passed that it be presented to the county commissioners. DIRECTOR'S REPORT Ms. Green reported that Maria Lundberg; Communications Director had submitted her resignation. The number two candidate, Ms. Patty Griffin, was contacted, and she accepted the position. Ms. Griffin will begin January 5, 1998. Presently, Mr. Dale Chodorow is working as a temporary, with his main focus on developing a new visitors guide. Mr. Chodorow conducted a focus group with hospitality partners on December 9th to discuss ideas regarding a new visitors guide. Ms. Green shared some of these ideas with the board and also the concept of enhanced listings for Chapel Hill/Orange County restaurants and accommodations. April is the desired completion date for the visitors guide. After discussion regarding the enhanced listings, a motion was made by Mr. Carey that the visitors bureau should allow, on a trial basis, enhanced listings for restaurants and hotels in the visitors guide and paid listings for retail stores. He also added that the county attorney should review the wording contained in the forms for listing prior to mailing to local businesses. Catharine Callaway seconded the motion and with all board members in agreement the motion was carried. Ms. Green then updated the board on the new collateral pieces, which includes the lure brochure, the new format for the "Happenings" Calendar of Events, and the new folders for sales kits. The post cards, visitors map, and the newly designed meeting planners' guides to be available within 2 to 3 months. 2 OLD BUSINESS Mr. Rodney Barfield, the newly hired director of the Chapel Hill Museum updated the visitors bureau board of progress at the museum. All phases of the museum are going well at this time. NEW BUSINESS Ms. Green presented a draft copy of the annual report to board members. Mr. Rick Strunk made a motion to accept the annual report as presented and Ms. Margaret Skinner seconded motion. With all members in agreement the motion was carried. The final printed report will be mailed to elected officials, boards members and hospitality industry partners in January. Ms. Green received a letter from the Alliance for Historical Hillsborough asking that Cathleen Turner be made a permanent member of the Chapel Hill/Orange County Visitors Bureau Board. Mr. Ted Abernathy advised that this type of action would take county commissioner's approval. Mr. Pavao and Ms. Green will check into this matter and report back to the board. Mr. Strunk stated the 84th Annual Football Championship was very successful and thanked Ms. Green and the Visitors Bureau for all the support and assistance which they provided for the event. ADJOURNMENT With no further business to be discussed Mr. Strunk made a motion that the meeting adjourn. Ms. Skinner seconded the motion. With all members in favor of the motion the meeting was adjourned at 9:00 a.m. Minutes Drafted by: Minutes Accepted by: Shelly A. Green, Executive Director Lee Pavao, Chairman Date Date c:my document/Board/December 10 1997 Board Meeting Minutes 3