The URL can be used to link to this page

Home My WebLink AboutCH-OCVB minutes 062012` MINUTES Chapel Hill/Orange County Visitors Bureau Board of Directors Meeting June 20, 2012 The Chapel Hill/Orange County Visitors Bureau met at The Carolina Inn, Chapel Hill Board Members Present: Dave Gephart, Karen DeHart, Mike Gering, Greg Overbeck, Laura Morgan, Lydia Lavelle, Lee Pavao, Anthony Carey, and Jim Parker Members Absent: Donna Bell, Meg McGurk, Mark Sherburne, Annette Stone, Gordon Jameson, Steve Brantley and Valerie Foushee Staff Present: Laurie Paolicelli, Linda Ekeland, Martha Shannon, and Tina Fuller Others Present: CALL TO ORDER Chair Gephart called the meeting to order at 8:10 am Welcome Carolina Inn’s General Manager Shawn Gracey along with Jack Schmidt Director of Sales and John Campbell, Director of Food and Beverage welcomed the Visitor Bureau Board of Directors. Mr. Gracey briefly gave an update of the Inn’s recent renovations which consisted of 1/3 guestrooms and 2 major ballrooms and explained that after a summer/fall hiatus, renovations will continue in November with the remaining 2/3 guestrooms. Mr. Gracey stated that by April 2013, the Inn will be fully renovated. Mr. Schmidt thanked Laurie Paolicelli, the board and Clean Design for the great campaign launch. John Campbell introduced James Clark, recently hired Executive Chef (replacing Jimmy Reale). Chef Clark was previously at Grand Dunes Resort in Myrtle Beach. Chef Clark remarked that he will offer new Regional American (East and West) pulling from local farms, but will continue with the Southern Style the Carolina Inn is known for. APPROVAL OF MINUTES Chair Gephart requested a motion to approve the minutes. Lee Pavao motioned, with Jim Parker seconding. All members were in favor and the minutes were approved as written. NEW BUSINESS Orange County Advisory Board By-Laws, Review of Update Laurie Paolicelli informed board members that many Orange County Departments have their own by-laws which in the past caused problems with legal and the County. The BOCC recently adopted a Master By-Laws that pertains to all Departments and has requested the departments to draft a policy and procedures guide, listing items that are original to the department, as an addendum to the Master By-Laws, which the Bureau has done and is still under review. Paolicelli suggested waiting until August to elect officers. She informed board members that Mark Sherburne has been requested to serve on the tourism seat to the EDC board which will open that OCLA seat, Donna Bell is leaving and Gene Pease will take her place, Valerie will serve until fall, and the Visitors Bureau board EDC seat should be filled by January. Ms. Paolicelli also announced that the Town of Chapel Hill will fill their vacant EDC position in the fall. Ms. Paolicelli requested staff to send the Master By-Laws to each member. In reply to a board members question, Ms. Paolicelli stated she would find out if the word liaison should be dropped from Gordon Jameson. More to come in August. Discussion: Mr. Gering stated that they (Hillsborough) has members that are capable of representing two different boards and inquired if the VB’s enabling legislation made any statement thereof? He gave an example. Ms. Lavelle inquired if the old by-laws fit into the new by-laws with ease? Ms. Paolicelli replied that they do and added that nuances, conflict of interest, and spending come into play with the Bureaus’. REPORTS Budget Mr. Gering deferred to Ms. Paolicelli for a discussion on the proposed 2012/2013 budget. Directing attention to the 2011/2012 – 2012/2013 comparison chart, Ms. Paolicelli stated that she believes the proposed budget passed. She informed board members that the Fund Balance is currently at $400,000 and with the new budget year, $150,000 of that will be spent down. She also stated that she asked the Town of Chapel Hill for $200,000, she believes they will give $175,000 – Lydia Lavelle commented that as of yesterday it is $175,000 straight up. Ms. Paolicelli stated that the VB will use those funds for strategic planning which she will report on later. Concluding the budget report, Dave Gephart noted that the Bureau is spending frugally with YTD revenue slightly higher than expenditures. Marketing With that, Anthony Carey was given the floor for the marketing report. RevPAR is coming back; The Franklin Hotel, Siena and Carolina Inn are currently offering $30 off compared to other full service hotels. The Sheraton and Aloft have taken huge chunks from border properties, occupancy is on the rise; helping rates go up – Franklin and Carolina Inn are straight on price, everyone else is topsy turvey. Linda Ekeland commented that at a recent meeting with the DOS’ she learned that Monday – Wednesday this week are all transient business from campers and student orientations. Mr. Carey agreed stating that parents are taking vacations here while their kids are at camp. Carey added we are at a harmonious balance right now - occupancy is at 60 some percent for the year however he cautioned that more hotels might upset that balance. Discussion turned to MedStay, a third party room booker that hospitals are using via contract. Discussion consisted of pros and cons. Laurie Paolicelli requested a separate meeting with Laura Morgan to discuss further, Ms. Morgan suggested meeting with someone at the hospital; she would find out who that contact person would be, Mr. Cary offered his assistance. Concluding the marketing report, Mr. Carey congratulated everyone on the success of the EDGE local campaign launch. Executive Directors Report Ms. Paolicelli briefly discussed the 2012/2013 plan of action, noting that the Visitors Bureau board usually does not adopt the plan until after the BOCC approves the budget. Continuing, Ms. Paolicelli reported that the Town of Chapel Hill and the County elevated the conversation of relocating the Visitors Bureau to another part of town. The County may consider using the Bentley building as an incubator for small businesses or expanding Skills Development. Johnny Morris’s Edge project, contingent upon approval, may be another location option. Ms. Paolicelli informed members that Clean Design would be presenting the current status of the Edge Campaign in August. Ms. Paolicelli also informed members that Stephanie Perry has taken a full time position at the Sheraton and will complete her time with us by June 30th. As a follow up to the special events fund program, Ms. Paolicelli reported that the Bureau is unable to become a formal grant giving agency without further BOCC involvement. However she explained (referring to a handout) that for the 2012/2013 fiscal year selected events that would be sponsored by the Bureau will be voted on in August. Discussion turned to the difficulties of having large events down town; businesses close during events, streets are blocked which deters people from going into restaurants and stores, and the possible missed opportunities for businesses that do close during events. Concluding her report, Ms. Paolicelli reported that the Bureau remains committed to Hillsborough and Carrboro. Carrboro’s arts and retail businesses will benefit with the Edge campaign. Paolicelli stated that Hillsborough is a little different than Edgy - she pointed out that there are 7 agencies all trying to help Hillsborough and yet they don’t work together. Ms. Paolicelli stated that a meeting has been scheduled to bring all the agencies together to discuss objectives for Hillsborough – recommendations will be conveyed at the August meeting. Other Business Arts Commission Martha Shannon reported some of the results of the recent Arts & Economic Prosperity study in which the Orange County Arts Commission participated. Next meeting venue Residence Inn Chapel Hill And with no other business to discuss, Dave Gephart adjourn the meeting 9:26 am. ______________________________________Minutes reviewed by: Laurie Paolicelli, Executive Director Date ____________________________________ Minutes accepted by: Dave Gephart, Chairman Date