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HomeMy WebLinkAboutMinutes - 08-18-1999 Board Mtg Minutes Chapel Hill/Orange County Visitors Bureau Board August 18, 1999 The Chapel Hill/Orange County Visitors Bureau Board met on Wednesday. Board Members Present: Lee Pavao Moses Carey, Jr. Rick Strunk Nancy Davis Catharine Callaway Creston Woods Board Members Absent: Mike Nelson Glenn O'Neil Catherine Martin Staff Present: Joe Blake, Executive Director Betty Davis, Administrative Assistant Guests: Dianne Reid Pat Evans Cathleen Turner Ann Loeb Chairman Lee Pavao called the meeting to order at 8:00 a.m. INTRODUCTION OF GUESTS Mr. Pavao welcomed board members and guests to the meeting. APPROVAL OF MINUTES Chairman Pavao asked for a motion to approve the minutes for the April 1999, and the June 1999 meetings. Mr. Moses Carey made the motion and Mr. Rick Strunk seconded it. With all members in agreement the minutes were approved as presented. SUB-COMMITTEE REPORTS Budget and Finance Committee Mr. Carey reported that due to the county's end of fiscal year 1998-1999 auditing, there was no financial report. However, the visitors bureau was in compliance within their 1998-1999 budget. Marketing Committee Mr. Creston Woods reported that the marketing plan was complete and would go to print within two weeks. The document will be mailed to local elected officials and board members before being issued to industry partners. Mr. Woods stated that the bureau is in the process of updating the visitors guide. He reviewed the enhanced listing process with board members. Mr. Woods informed the board that the marketing committee's recommendation was to repeat the program exactly as conducted for the last visitors guide. After a brief discussion Woods made a motion that the board accept the recommended enhanced listing guidelines for the accommodations, retail and restaurant sections for Chapel Hill/Orange County Visitors Guide. Mr. Carey seconded the motion. With all members in agreement the motion to accept the guidelines for enhanced listings was approved. DIRECTOR'S REPORT Mr. Blake reported that the 1999 Special Olympics Committee presented a plaque of appreciation and recognition to the Visitors Bureau for its role in making the event a great success for the Triangle. The plaque will be displayed in the Bureau's office. A task force of the North Carolina Bid Committee 2007 visited the 1999 Pan American Games in Winnipeg, Canada during the month of August to evaluate every aspect of hosting the games. The Triangle officials met with representatives of the local organizing committee to review every aspect of the Games. They also interviewed venue and sports managers for all the sports. The Site Tour Task Force of the U.S. Olympic Committee will visit the Triangle during the week of September 17t'to evaluate the area's proposed bid. The Chapel Hill/Orange County Visitors Bureau will conduct a bus tour for the officials, as well as participate in the formal presentation of the Accommodations Theme of the bid. The visitors guide update process has begun and the listing information forms are ready to be sent out to industry partners, including attractions, restaurants, retail and accommodations. The visitor map is in the process of being updated with some minor changes and corrections. It should be available to visitors within a month. The County Commissioners approved the amended by-laws for the Chapel Hill/Orange County Visitors Bureau at the August 17, 1999 meeting. The approved by-laws added two seats to the board, a representative from the hotel association/under 80 rooms and a representative from the Alliance for Historic Hillsborough. Mr. Pavao acknowledged the diligent work of the by-laws committee. 2 OLD BUSINESS Mr. Pavao stated the Chapel Hill Town Council had taken no action on the proposed Bed & Breakfast Inn ordinance for the Town of Chapel Hill to date. However, the ordinance was now on the town board's agenda and he would keep the visitors bureau board posted on developments. The Board Members discussed the Orange County Resolution on Civil Discourse. After a brief discussion Mr. Carey made a motion to accept the Orange County Resolution on Civil Discourse. Mr. Strunk seconded the motion. With all members being in agreement, the motion was accepted to adopt the resolution. Mr. Pavao reported on the progress of the Meadowmont project. He stated that the case had gone to court and the Town of Chapel Hill lost the appeal. A few issues pertaining to the hotel project is in question such as parking, landscaping, etc. Mr. Pavao will keep the Board Members apprised of developments in the Meadowmont project. NEW BUSINESS Mr. Pavao led a discussion regarding the proxy process for the Visitors Bureau Board Members. After discussion Mr. Pavao made a motion to adopt a proxy process for Board Members. Mr. Strunk seconded the motion. All members being in agreement, the motion was accepted to adopt a proxy for Board Members. The voting members of the Board acknowledged that an amendment to include the proxy process would be necessitate changes to the newly adopted by-laws. Chairman Pavao requested that the by-laws committee work on the amendment to be added to the by-laws. SPECIAL RECOGNITION Mr. Pavao and Mr. Blake presented Ms. Pat Evans with a certificate of appreciation for her dedicated service to the Chapel Hill/Orange County Visitors Bureau Board for the past four years. Ms. Evans accepted the certificate and expressed her gratitude to all for the opportunity to have served on the Board and expressed her continued support of the visitors bureau. ADJOURMENT With all business of the Board concluded, Mr. Pavao made the motion to adjourn. Mr. Carey seconded the motion. With all members in agreement, the meeting adjourned at 8:45 a.m. 3 Minutes Drafted by: Minutes Accepted by: Joe Blake, Executive Director Lee Pavao, Chairman Date Date board/meetings/8 18 1999 Board Meeting Minutes.doc 4