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Home My WebLink AboutCH-OCVB minutes 101911 MINUTES Chapel Hill/Orange County Visitors Bureau Board of Directors Meeting October 19, 2011 The Chapel Hill/Orange County Visitors Bureau met at The Depot, Hillsborough Board Members Present: Dave Gephart, Karen DeHart, Mike Gering, Jim Ward, Jim Norton, Annette Stone, Anthony Carey, Lydia Lavelle, Gordon Jameson, Lee Pavao and Jim Parker. Members Absent: Mark Sherburne, Dwight Bassett, Valerie Foushee, Laura Morgan, and Greg Overbeck Staff Present: Laurie Paolicelli, Steve Brantley (Orange County EDC Director), Linda Ekeland and Tina Fuller Guests: Mayor Tom Stevens, Hillsborough; Scott Huler, 2011 Peidmont Laureate. CALL TO ORDER Chairman Dave Gephart called the meeting to order at 8:05 am. APPROVAL OF MINUTES Chair Gephart requested a motion to approve the September 21, 2011 minutes. Lee Pavao so moved with Jim Norton seconding. With all members in favor, the minutes were approved as written. WELCOME Chair Gephart welcomed everyone to Hillsborough then introduced Mayor Tom Stevens. Mayor Stevens spoke on the importance of tourism to Hillsborough, the 2 year project to build sidewalks that pass over Hwy 70 to the Fairview community and eventually connecting to Gold Park and Riverwalk, and Occoneechee Speedway – one of only three tracks in the country placed on the National Register of Historic Places. Mayor Stevens called on The Depot proprietor, Meleah Gabhart to give a brief history of the building before she opened her doors, which was on April 18th. Ms. Gabhart stated that the building was part of the historic mill district in West Hillsborough. Gabhart also informed members that The Depot offers live music to customers as well as art, groceries and food. Open Mic is on Wednesdays and live music on Fridays and Saturdays. Mr. Gephart then asked Gordon Jameson to introduce the 2011 Piedmont Laureate, Scott Huler. Mr. Jameson read Huler's bio and welcomed him. Mr. Huler briefly discussed an adventure he had in Raleigh that lead to the writing of a section in his newest book, ‘On the Grid’ which he read aloud. REPORTS Finance Report Chair Gephart gave the floor to Mike Gering. Mr. Gering reported that occupancy receipts are on a positive trend which brought him to the question of the status of the fund balance; if we could keep monthly tabs on it and whether there was a significant amount that could be better used towards tourism. Laurie reminded the board that a few months ago, the board approved a fund balance appropriation of $75,000 for research and agri-tourism efforts in which the county manager was in favor of. Ms. Paolicelli also stated that she had been notified by the finance director that the recent audit shows the fund balance is growing rapidly and Laurie deferred to Steve Brantley for help in getting a monthly update on the Visitors Bureau Fund Balance. Mr. Brantley replied that he would do his best. Continuing with the financials, Mr. Gering reported that expenses usually exceed revenue as some budget items are fully encumbered at the beginning of the year and revenue lags two months behind. Mr. Gering then noted that we are still paying rent. Laurie Paolicelli responded that she has not had any success in having that retracted. Jim Ward requested that Visitor Bureau staff prepare a chart showing a comparison of the current occupancy receipts to the last 5 or 6 years. Laurie responded that it was a good idea and would work on a comparison chart. Marketing Report Gephart gave the floor to Anthony Carey. Mr. Carey thanked the board members for their time in the reviewing and selection of a marketing agency. Anthony reported that the Bureau is closing out the relationship with Jennings and Laurie has an appointment with Clean Design tomorrow. Executive Directors Report Beginning her report, Laurie Paolicelli stated that a survey showed an overwhelming support to keep the visitor guide; it is pure and representative of Orange County. For the rest of the executive director’s report, Laurie handed it over to Linda Ekeland and Patty Griffin. Linda Ekeland reported that she met with Big Shots at the Connect trade show and they are planning to bring in a younger crowd of 'under 13' YOA. Ms. Ekeland then reported on the findings of the focus group that was planned by Nancy Pierce as follows: 1) planners do not want a cookie cutter contract with meeting venues, 2) communication is an important aspect of the proposal process 3) incentives were not expected from meeting venues by seasoned planners however inexperienced planners are, 4) would like information given in flash drive media rather than on paper, 5) the market is showing signs of becoming a seller’s market again. Concluding the sales report, Linda updated members on her upcoming trade shows, road show and blitz. Patty Griffin reported on results from the Terra Vita event, stating that the event raised $4500 from the silent auction that will benefit FSA and other agricultural groups; and national media was brought in for the event as part of the Bureau’ Media FAM tour. Ms. Griffin reported on P/R opportunities with North Carolina’s new marketing agency, LGA which are: 1) co-ops, 2) VisitNC.com, 3) Travel partner press release section, 4) travel writer referrals and 5) media missions. Patty spoke on her training visits to the Women’s Prison Center where 1.800.VisitNC is based. In conclusion, Patty informed the board that the bureau plans to publish a slightly smaller version of the visitor guide focusing more on itineraries, a 2012 food lover’s guide, a walking map of Chapel Hill and Carrboro featuring historical and fun facts. And in conclusion, she showed articles that were representative of venues in Chapel Hill and Hillsborough. New Business Carrboro: Annette Stone and Lydia Lavelle briefly spoke on the upcoming holiday parade, True Blue Wrench Works (new business) cycling events on Lloyd Street, a photo shoot of the Farmers Market in Southern Living’s March issue, the Walk Weaver Street Campaign, and the Carrboro Music Festival. In response to a question on the status of the hotel ground breaking, Ms. Lavelle replied that the delay may possibly be due to nearby land owner issues. Downtown Chapel Hill: Jim Norton reported on the collaboration with BB&T, Scott Maitland and others to offer evening and weekend parking; 75 spaces would be available on East and West Franklin Street. Mr. Norton reported that the 140 West construction can now be seen above ground and is on schedule; the Partnership is working with Church Street businesses that have been affected by the construction; University Square started its SUP process which has an estimated 10-12 months before approval. Jim also reported that the Courtyard is in serious negotiations for new tenants now that the parking garage proposal fell through. A new Mobile App is now available of downtown area showing parking, businesses, etc. and can be downloaded from www.downtownchapelhill.com ; a media blitz with the town mayor in the works to market the app. Town of Chapel Hill: Jim Ward requested input from Laurie on her positioning of B&B’s in town. Ms. Paolicelli replied that she would email him, copying the board, her pros and cons. Jim Ward also requested the Visitor Bureau connect with the new UNC Athletic Director to reestablish the Bureau/UNC relationship and stress the importance of partnering with UNC Athletics to bring visitors to Orange County. Arts Commission The floor was given to Gordon Jameson. Mr. Jameson informed board members on the Everwondr calendar training dates and the upcoming Artists Guild 17th Annual Open Tour which estimates to attract 10,000 visitors throughout the County. He also reported on upcoming events at Hillsborough Gallery of Arts and Eno Gallery. Orange County: Steve Brantley, newly hired Economic Development Director for Orange County, gave members a brief background on his experience in Economic Development. Mr. Brantley made comment that he is excited about the attitude in county and local government and that he believes in promoting communication and trust to get beyond the social differences. He also discussed the ¼ cent tax referendum with the group stating that if it passes it may take a while to get through all the requests and decide on how the revenue should be used but is hopeful that the Visitors Bureau could benefit. Old Business Laurie thanked everyone, stating as a collective community we have come a long way. She also thanked everyone for their well wishes for her mom. Next meeting venue A Southern Season’s Weathervane And with no other business to discuss, Anthony Carey on behalf of Dave Gephart (left early) adjourned the meeting at 9:36 am. _____________________________________ ____________________________________ Minutes reviewed by: Minutes accepted by: Laurie Paolicelli, Executive Director Dave Gephart, Chairman _____________________________________ ____________________________________ Date Date