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HomeMy WebLinkAboutCH-OCVB minutes 041812 MINUTES Chapel Hill/Orange County Visitors Bureau Board of Directors Meeting April 18, 2012 The Chapel Hill/Orange County Visitors Bureau met at The Cedars in Chapel Hill Board Members Present: Dave Gephart, Karen DeHart, Mike Gering, Greg Overbeck, Meg McGurk, Laura Morgan, Mark Sherburne, Lydia Lavelle, Annette Stone, Anthony Carey, and Gordon Jameson, Members Absent: Lee Pavao, Jim Parker, Donna Bell, Valerie Foushee, Steve Brantley Staff Present: Laurie Paolicelli, Linda Ekeland, Martha Shannon, and Tina Fuller Others Present: David Andrews, Carrboro Town Manager CALL TO ORDER Chair Gephart called the meeting to order at 8:15 am Welcome Meeting host Bob Woodruff, President of the Cedars at Chapel Hill, gave board members a brief overview of the retirement community, stating that the main selling points are its Meadowmont location, the wellness center, property ownership, and a great network of people that are residents. Mr. Woodruff stated that homes begin at $300,000 on up to $860,000 for independent living and for a monthly fee; amenities include meals, transportation, housekeeping, and utilities. Mr. Woodruff informed that the nearby Dubose Health Center provides certified nurses and in-home care 24/7. And finally, Mr. Woodruff noted that there is currently a waiting list of about 30 Chair Gephart thanked Mr. Woodruff. Gephart announced that Jim Norton has resigned as director of the Chapel Hill Downtown Partnership and with that welcomed Meg McGurk who is acting director. Mr. Gephart also welcomed David Andrews, recently hired town manager for Carrboro. APPROVAL OF MINUTES Chair Gephart requested a motion to approve the March 21, 2012 minutes. Anthony Carey so moved with Greg Overbeck seconding. With all members in favor, the minutes were approved as written. REPORTS Finance Reports Mr. Gephart gave the floor to Mike Gering for an update on financials. Mr. Gering brought the Board’s attention to the 2012-2013 proposed budget noting that the occupancy receipts are budgeted at an increase of 14% and a request to appropriate @ $150,000 from the Visitors Bureau fund balance is proposed. Mr. Gering then asked about the current fund balance. Laurie Paolicelli replied that it is a healthy $400,000. Continuing with the proposed budget, Mr. Gering reported that expenditures are basically the same with the exception of Strategic Alliances, which includes dollars allocated for the special events fund and advertising which has increased by 89%. For the benefit of Ms. McGurk and Mr. Andrews, Ms. Paolicelli gave a brief overview of the state and local occupancy legislation that brought about the Visitors Bureau and how it is funded. In concluding his report, Mr. Gering moved to have an ongoing fund balance available at each board meeting. Lydia Lavelle seconded. With all members in favor, the motioned was passed. Annette Stone inquired about how the Town of Chapel Hill based their monetary support to the Visitors Bureau. Ms. Paolicelli stated that it is negotiated and noted that it started out at $69,000. To that point, Lydia Lavelle commented that it would be different with Hillsborough and Carrboro in that they each have a Tourism Authority that would make expenditure decisions whereas Chapel Hill does not. Both Mike Gering and Annette Stone agreed that legislation or policy dictate that the funds collected go to tourism however that could also include a portion to be used for infrastructure. Ms. Paolicelli informed board members that the NC Travel and Tourism Coalition would like to come in and speak to the board about occupancy tax usage. Mr. Gering commented that tourism authorities would be independent and are not decided upon by politics, noting that Hillsborough already has a tourism committee in place. Ms. Paolicelli noted that assumptions may be made on the spending for events and that leading with Chapel Hill is designed to let everyone know about Carrboro and Hillsborough. Ms. Paolicelli opened the floor for discussion. Discussion: Mr. Gering commented that it would take a while to organize a TDA, could take a year. Mr. Gering reported that they would start to collect tax on July 1 and $50,000 is projected for the first year. Lydia Lavelle commented that it would behoove Carrboro to get that organization in place now. Mr. Andrews responded that he has copies of the statutes and ordinances and expects a 12 month period of time before its up and running. Ms. Paolicelli recommended that Dana Simpson, an occupancy expert and friend of Orange County host an informal lunch for Lydia Lavelle and David Andrews to discuss the capabilities and limitations of occupancy tax usage. Ms. Lavelle and Mr. Andrews agreed; Ms. Paolicelli will set up the meeting. Chair Gephart asked if any board members had questions on the proposed budget. There were no questions and with that Mr. Gering moved to recommend the proposed budget, Greg Overbeck seconded and all members were in favor of recommending the proposed 2012-2013 proposed budget. Marketing Report Anthony Carey reported that the Visitors Bureau has met with Clean Design to discuss the local campaign roll out and Clean Design is in the midst of surveying the tagline ‘Edge of the Triangle’. Ms. Paolicelli added that Roger Stancil wants the Town of Chapel Hill to take on this brand as well and is interested in working with the Bureau towards that goal. Clean Design is currently brain storming on this idea. Lydia Lavelle commented that RDU may spread the “Triangle” anecdotally; people ask about it when they arrive. Concluding the marketing report, Laurie stated that the Bureau and agency are purposely going slow on the edge of the triangle campaign as a whole – she stated that ‘we want to make sure that we are doing this right’ – she reported that Clean Design will present at the next meeting for the May-June launch. Chair Gephart gave the floor to Laurie Paolicelli who in turn asked Linda Ekeland to give an update on Group Sales. Sales Report Ms. Ekeland reported that she would be attending the Collaborate Conference next week. She explained that the conference is by appointment only: sales associates make up to 40 appointments with meeting planners. Ms. Ekeland noted that she has 36 appointments – meaning those planners had requested Chapel Hill as a possible meeting destination. Ms. Ekeland went on to report that many of the planners are from the DC, Maryland and Virginia area, and surprisingly, some are from Georgia. Ms. Ekeland continued, reporting that the recent MPI Dream Team meeting at the Botanical Garden was not attended as well as they had hoped. Ms. Ekeland stated that only 25 of the 40 planners attended. The Siena Hotel catered the meeting. Ms. Ekeland reported that she is 99% sure that the lead for the St. Paul AME Church will be booked. It will bring in 700-800 people to the Sheraton who will utilize all areas of the hotel to make it possible. Ekeland also reported that she has a lead from the Abundance Foundation that would bring 800-900 people. Ms. Ekeland commented that most of her leads have been for 2013. Laurie Paolicelli requested Mark Sherburne and Anthony Carey give a report on current hotel trends. Mr. Sherburne first announced that the Aloft Chapel Hill was awarded the 2011 Hotel of the Year from parent Starwood Hotels. He went on to report that the Aloft is well above budget for the quarter, but has slowed down on wedding business for June, however picking back up in the fall and into 2013. Mr. Sherburne reported that their mid-week has also been strong. Mr. Carey reported that the Siena has seen an increase in transient business however the group meeting business is still minimal. Mr. Carey reported the Siena has received numerous inquiries on catering and banquets but unfortunately they have not had the space to accommodate. Mr. Carey reported that their first quarter was strong as well. Mark Sherburne added that the Aloft has seen an uptick in government/lower rated bookings. Mr. Sherburne went on to report that Tobacco Road ( a 6000 sq. foot sports bar) is coming to East 54, Streets Deli closed and Akira closed possibly due to the traffic coming in did not offset the amount of rent charged – rent was originally based on a different economic time. Ms. Paolicelli inquired on Greg Overbeck’s restaurants. Mr. Overbeck replied that all the restaurants are doing well, Mez is doing exceptionally well and that they will have a new one opening this fall. Executive Directors Report Laurie Paolicelli spoke briefly on the recent inter-city visit with the Chapel Hill/Carrboro Chamber of Commerce to Bloomington Indiana. She reported that 75-125 leaders will return in the fall, September 9-11, 2012. Annette Stone, who attended as well, commented that their town mayor is also the executive manager and very knowledgeable. She also noted that sustainability is a big deal to them and their visitor center handles cat adoptions. Referring board members to the budget charts, Ms. Paolicelli then gave an overview of the proposed marketing budget and reviewed planned advertising, publications, promotions/events, strategic alliances and group sales objectives. Ms. Paolicelli noted several new promotions; a 2013 Food Guide, an historic walking guide to the area that would include both Chapel Hill and Carrboro and the special event fund. On another topic, Ms. Paolicelli opened the floor to discussion on whether the Visitors Bureau is in the right location. She informed board members that the Visitor Center may be used to expand Skills Development. Ms. Paolicelli reported that The Friday Center which would be near I-40 and the building on the corner of Estes and E. Franklin Street were locations being considered by the County Manager. Discussion: Annette Stone asked if people inquire frequently as to where we are. Ms. Paolicelli replied that they do, she also commented that the Town of Chapel Hill and the DOT are committed to help in finding us. Ms. Stone then asked if satellite offices were an option or possibly kiosks. Ms. Paolicelli responded that she feels that visitors deserve full service; a more personal approach. Ms. Paolicelli noted as an FYI, that the County is eyeing our location for 2013-2014 Chair Gephart then gave the floor to Meg McGurk with the Chapel Hill Downtown Partnership for an update on downtown. Ms. McGurk announced that the hiring process for a new Director could be about 3-6 months. Ms. McGurk reported that Locally Grown is getting bigger and bigger and they have a great line up this year thanks to Glen of Local 506 who books the acts; the season begins the end of June and runs through the end of August, events are Thursday evenings. She also reported on Parks and Rec’s programming, the CHDTP mobile app, new parking lots at Mallette (behind Chipotle) and South Graham Streets. Ms. McGurk reported that the parking meters will be set up so that payment can be made at any meter and by mobile phone which brought on a discussion about parking issues. Discussion: Comments were made that parking enforcement is until 6 pm in some areas and 8 pm at other areas and it is confusing to visitors. Parking is free in Durham and in Carrboro and it begs the question, is the Town of Chapel Hill more interested in generating revenue or bringing people downtown. Ms. Paolicelli inquired if it would be helpful to have a note sent from the VB BOD with a recommendation. Mr. Overbeck agreed and moved to have a recommendation on behalf of the Visitors Bureau to enforce meter expirations no later than 6 pm and make the enforcement consistent for all locations. Gordon Jameson seconded and with all members in favor the motion was passed. Town Updates Dave Gephart announced that the Orange County Cultural Center received its tax exempt status and hired a part-time director. Hog Day is 3rd weekend in May. David Andrews thanked the Visitors Bureau Board for inviting him to the meeting and that he looks forward to working with the Visitors Bureau. Carrboro Day is May 8th and plans for the annual Carrboro Music Festival are underway. Mike Gering announced the Hillsborough wayfinding has begun. Arts Commission Gordon Jameson announced that they will approach the County after the election to solicit a site for XXXXX and $10,000 to place it there. Mr. Jameson spoke on the grant award received which will be used to create a cultural zone that would enhance what is already in place, Franks fund raising. Martha Shannon spoke on the emerging artist program where Orange County artists compete and usually place Next meeting venue Holiday Inn Express, Hillsborough And with no other business to discuss, Dave Gephart requested a motion to adjourned the meeting, Lydia Lavelle moved to adjourn with Greg Overbeck seconding. The meeting was adjourned at 9:40 am. ______________________________________Minutes reviewed by: Laurie Paolicelli, Executive Director Date ____________________________________ Minutes accepted by: Dave Gephart, Chairman Date