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HomeMy WebLinkAboutCH-OCVB minutes 011911Minutes Chapel Hill/Orange County Visitors Bureau Board January 19, 2011 The Chapel Hill/Orange County Visitor’s Bureau Board met at Durham Tech, Orange County Campus Hillsborough Board Members Present: Dave Gephart, Rick Strunk, Mike Gering, Jim Norton, Laura Morgan, Mark Sherburne, Lydia Lavelle, and Jim Parker Members Absent: Jim Ward, Greg Overbeck, Anthony Carey, Lee Pavao, Dwight Bassett, James Harris, and Robert Kintz Staff Present: Willie Best, Linda Ekeland, Patty Griffin, Tina Fuller, and Martha Shannon CALL TO ORDER Chair Dave Gephart called the meeting to order at 8:09 am WELCOME Mr. Gephart welcomed everyone back and explained that Laurie is in Minnesota and staff would be filling in today. APPROVAL OF MINUTES Mr. Gephart requested a motion to approve the November 17, 2010 minutes. It was pointed out that a few names were duplicated in members present and members absent and corrections would be made. Mike Gering moved to accept the minutes with corrections and Lydia Lavelle seconded. With all members in favor, the minutes were approved. REPORTS Budget & Finance With that, Gephart turned the floor to Mike Gering for the finance report. Mr. Gering reported that the financial end has been uneventful but noted that overall receipts are up 10%. And, referring to the bottom of the Occupancy Report, he also noted that room supply is up 9%, demand 17%, and revenue 12%, as compared to this time last year. With no further comments or questions, Gephart requested a motion to accept the budget. Mike Gering so moved and Rick Strunk seconded. With all in favor, the budget was approved as submitted and reported. Marketin g Rick Strunk took the floor to give an update on marketing. Mr. Strunk informed the board that in response to the question asked at the last board meeting about how the Bureau works with national press to gain more editorial coverage for the area, Patty Griffin would give insight to that question later on in the meeting. Strunk reminded the board that an advertising budget is augmented by editorials and publicity is a great free way to generate demand for travel or any product and it comes with three times the credibility. The Bureau has always employed a full time PR Director to work this critical marketing component. Strunk then informed the board that in Laurie’s absence, the advertising report would be tabled until February’s meeting at which time Laurie will update the group on the expiration of Jennings contract and the decisions the board will have to make for the new fiscal year on issuing an RFP as part of the required due diligence. Arts Commission In Roberts Kintz’s absence, Martha Shannon gave the report. Ms Shannon reported that over a 5-year history the Arts Commission has awarded $313,330 in state and county grant funds with only 9 % retained for their own usage such as for the Laureate program. Shannon informed that the next cycle is spring for the State funded grants and will end in May. Shannon stated that she expects a 5% cut in funding from the State for that period. Communications/PR Visitors Bureau Communications Director, Patty Griffin, reported on how the Bureau’s relationships with different media publishers results in free advertising for Orange County. Ms. Griffin informed the board that there are several ways she connects with the media; hosting a travel writer, sending facts and /or photos requested by media representatives, and attending media conferences. Griffin, pointing to display boards of different periodicals i.e. Garden and Gun, Southern Living, and Points North, showed members the different types of articles and photos that have been published about the towns in Orange County that included images and information provided by the Bureau. She also reported that she, along with Daniel Wallace, would be attending a New York Media Mission at the end of January. Rick Strunk commented that the Bureau also provides ideas for stories to writers. Sales Report The floor was then given to Linda Ekeland for a Sales update. Ms. Ekeland commented that Patty Griffin also helps with meeting planner articles. Ekeland began her report with the progress of the past 6 months which included 3 bookings resulting from the RTP Road Show at MEZ, 4 leads, 1 site visit to the Sheraton Chapel Hill for a proposed booking of 175 people, and 4 interests in bookings for 2012 resulting from the Rejuvenate (religious market) Trade Show. Ekeland reminded board members that Rejuvenate works in reverse where the meeting planners solicit the appointments and she had 37 appointments. In regard to the recent AENC Trade Show in Raleigh, Ekeland stated that they did not receive an award this year, however they received better recognition by peers and planners for their idea of donating $1.00 to charity for each bracelet made by a meeting planner. A total of $300 was raised. Continuing, Ekeland reported on upcoming events; another Road Show to Charlotte with an email blast going out this week and the UNC March Madness Sales Blitz. She also informed board members that Elizabeth Cardin (contracted sales person) would be starting later than expected due to a broken kneecap. Ekeland had planned to have her do follow-ups on the religious market and to explore association prospects. Concluding her report, Ekeland stated she is optimistic about group sales, the first tier hotels are raising their rates however, bookings are still made with-in a short time span of the meeting. Mark Sherburne noted that transient visitors are still down and concurred that the group market is making a comeback. He questioned on how UNC cuts would affect the market and Linda replied that they would have smaller meetings and use free space on campus. Laura Morgan commented that UNC departments charge each other for meeting space. Linda Ekeland mentioned that BCBS Chicago reps canceled their planned site tour to Chapel Hill for now. Lydia Lavelle questioned if the religious group (Rejuvenate) was multi-denominational. Linda replied that it is. NEW BUSINESS Dave Gephart gave the floor to Willie Best for an update on the future plans for economic development with the recent transition in leadership. Mr. Best stated that Dottie is handling questions and standard duties. Projects are funneling through the County Managers office. Mr. Best stated that he was not sure about a new E.D. Director. Mr. Best informed board members that the county manager’s office has been talking with the City of Mebane in re to the Orange County parcel of land in Mebane, and that the manager’s office is taking a different approach to how economic development for Orange County will be handled. He noted that there is no urgency to do what is not working. Best also reported that Mr. Clifton is talking to the BOCC about possibly offering incentives. Mr. Best stated that they are moving forward. With that, Lydia Lavelle informed members that Carrboro is having their centennial celebration this year. The planning commission is proposing to launch the celebration on Thursday March 3rd and culminating with Carrboro Day on May 1st. The Centennial Commission plans to create a documentary of the event through Minnow Media/Carrboro and will include interviews and footage of Carrboro. They are seeking a donation from the Visitors Bureau to offset the cost of the video. In other new business, Dave Gephart reported that Hog Day has been moved from the month of June to May. It will be held on the 20th and 21st. Gephart also reported that the operation of vending trucks in town has been proposed to the Hillsborough Town Board for review as an economic development tourism item. Lydia Lavelle commented that vending trucks are very popular in Carrboro and that they add character to the town. She noted that they amended ordinances about 2 years ago to allow them to operate. Gephart also mentioned that Tupelos closed and the space will reopen on Valentines Day as an Italian Restaurant. OLD BUSINESS Whitted Building Update Gephart updated the board with results from the Tuesday January 18th Orange County Cultural Center board meeting. Gephart reported that the Town of Hillsborough would match a grant of up to $10,000 for the Orange County Cultural Center Group. Gephart stated that the Hillsborough Arts Commission has been working with this group and there is a lot of grassroots support and that they are ready to move forward. Gephart reported that necessary upfits needed to be done to the building before occupancy; a few things include a sprinkler system and fire exits. The group will propose several options to the county: the county would do the upfits as owner of the building bringing it to code, negotiate a loan for OCCC to undertake the upfits, or negotiate an understanding that the upfits would be applied towards the rent of the building. ADJOURNMENT With no other business to discuss, Dave Gephart motioned to adjourn the meeting, Jim Parker seconded. Meeting was adjourned at 9:07 a.m. _______________________________ _________________________________ Minutes Drafted by: Minutes Accepted by: Laurie Paolicelli, Executive Director Dave Gephart, Chairman ________________________________ _________________________________ Date Date