Loading...
HomeMy WebLinkAboutCH-OCVB minutes 031710Minutes Chapel Hill/Orange County Visitors Bureau Board March 17, 2010 The Chapel Hill/Orange County Visitor’s Bureau Board met at DSI Comedy Theater in Carrboro Board Members Present: Valerie Foushee, Barry Jacobs, Rick Strunk, Bob Ward, Jim Ward, Jim Norton, Laura Morgan, Dave Gephart, Lydia Lavelle, Anthony Carey, Dwight Bassett, Members Absent: Mike Gering, Greg Overbeck, Jim Parker, Lee pavao and James Harris Staff Present: Laurie Paolicelli; Patty Griffin; Tina Fuller and Brad Broadwell, EDC Special Guests: Creston Woods former VB BOD Chair, Rick Steinbacher, UNC Athletics CALL TO ORDER Bob Ward, acting Chair, called the meeting to order at 8:05 a.m. WELCOME Ward welcomed everyone and introduced Paula Pazderka of DSI. Paula informed board members that we were meeting in the main ‘hall’ which holds 84 people. Zach Ward is the owner and creator of DSI. Ward could not attend; he is in Austin. Paula explained the importance of DSI to Carrboro and the surrounding community in that they offer educational personal development classes through the fundamentals of improvisation and sketch comedy. Sketch comedy curriculum is available for corporate team building and training. They brought in $150,000 in retail and food sales during their February 10th Anniversary Annual Comedy Festival and placed all visitors at Orange County hotels. DSI donates time to the local YMCA, donates tickets as well and offers a free weekly show. They have family friendly shows as well as adult shows. Q&A Bob Ward asked what DSI stood for and Pazderka replied Dirty South Improv. She was asked what they served in which she replied snacks, sodas and a small selection of beer. Anthony Carey inquired on what their future goals were. Pazderka stated expanding their reach into the community through educational opportunities. In conclusion, Laurie commented that she came as Dave’s [Gephart] guest during the festival and noticed all ages of people attending. Bob Ward then introduced Rick Steinbacher with UNC Athletics. Steinbacher announced that the Visitors Bureau does an awesome job and that Tar Heel Sports Marketing and the Bureau have a collaborative win, win partnership. He stated that it is still a great time to be a Tar Heel fan. Steinbacher continued, stating that Carmichael’s renovations are complete and it is now a state-of-the-art 6400 seat arena. He noted that they had only a 48-hour notice in which to prepare for the prior evening's event [men’s BB v William & Mary], which sold out. The women’s BB team is in the NCAA tournament. Tar Heel Baseball won by 25-1 the prior evening. Women’s Lacrosse went to Nationals last year. Men’s Lacrosse is currently #3 in the country. Steinbacher continued, informing members that they are hosting a spring blue-white football game on April 10th, which will be nationally televised. They are hoping for 25,000 to 30, 000 attendees. Their major focus would be on marketing football which in turn would help support (pay for) the other UNC non-revenue athletic departments. Phase II of Kenan Stadium, would meet the demand for premium seating (bringing in higher ticket sales) and replace the antiquated original field house on the east side. Laurie added the VB would make an outreach effort towards coaches of non-revenue sporting events whose games bring in thousands of visitors who might not have access to Orange County Visitor's information. Q&A Gephart inquired on the Smith Center improvements. Steinbacher replied that with the addition of the Williamson Athletics Center, non-functioning office space became available. Offices would be renovated for Roy Williams who is currently using an old dilapidated office which doesn't make the best impression on new recruits. Jim Ward inquired as to whether there would be any events held at the Smith Center other than sports. Steinbacher replied that it is unlikely due to campus policy and statutes pertaining to (no) alcohol being allowed in the Center. Entertainment groups are more likely to book at a venue that serves alcohol. Steinbacher explained that a special permit for beer and wine could be applied for if it is used for a fund raising event. They plan to go this route for the premium seating area in Kenan Stadium. Barry Jacobs inquired if the high number of empty seats in the ACC tournament would have the potential to negatively impact athletics and future ticket sales and excitement. Steinbacher replied that historical data shows they have a core fan base and donors know the Heels will be back on top next season. In conclusion, Steinbacher thanked the board again for the VB’s support. Bob Ward gave the floor to Paolicelli who recognized Creston Woods for his years on the board. She commented that Woods went above and beyond with his service to the hospitality industry and gave of his time, hotel, knowledge and resources to build the Orange County economy. Paolicelli presented Woods with a proclamation in which she read aloud to the board members. Woods thanked the board for all that they do for the hospitality industry and said that he would miss the Chapel Hill area and this board; and its vast array of different expertise, and diverse backgrounds. APPROVAL OF MINUTES Bob Ward requested a motion to approve the February 17, 2010 minutes. Lydia Lavelle pointed out that Greg Overbeck was not listed as attending the last meeting but was noted in the minutes as seconding a motion. Dave Gephart so moved to approve minutes with the amendment that Greg Overbeck did attend the last meeting. Anthony Carey seconded the motion. With all members in favor, the minutes were approved with amendment. REPORTS Marketing Report Marketing Chair Rick Strunk informed board members that the marketing committee recently met at the Siena Hotel to discuss several items and came up with a few action items that need board approval. The Jennings contract expires March 31st. The Marketing Committee recommended extending the contract one more year because a) Jennings was doing a great job and b) to save money and the need to start all over with a new company. Strunk inquired if Laurie had received information if we could do this or if we had to go by the usual policy that contracts go up for bid every three years. Laurie replied that she had not and would commit to discussing this with the Asset Management and Purchasing Department. Dave Gephart inquired that if we remained with Jennings for the year, could we ask for ancillary materials for Hillsborough? Strunk proposed to extend Jennings contract for one year and request ancillary materials for Hillsborough pending approval from the Asset Management Dept. Dave Gephart seconded and all members were in favor. Strunk advised board members to read over the 2010-2011 Plan of Action handout. The projected revenue for the Visitors Bureau is $950,000: $840,000 from occupancy revenue and $150,000 from the Town of Chapel Hill. (Laurie, the county manager and Chapel Hill town manager have a meeting next week). The Plan of Action will be presented for approval at the next board meeting. The Hyland Group contract expires March 31st as well. Strunk reported that it was the general consensus of the committee not to renew the contract, however, on the advise of Bureau Sales Director, Linda Ekeland, the marketing committee is recommending to extend the agreement for 6 months with conditions and goals: a. Condition to book a pending lead which would generate $200,000 for the community. b. Reduce their retainer rate from $1800 to $1400.00 monthly Laurie has discussed this past year’s productivity with Pete Hyland and Hyland pointed out that they have not been as aggressive as they are with most clients due to the dipping economy and the ramp up time it took to acquaint DC with Chapel Hill. Laurie agreed that we should give them 6 months and noted that it was Hyland who offered the reduced rate; the VB did not initially request it. After 6 months, we would re-negotiate. The VB and Hoteliers plan to do a DC Blitz with Hyland and possibly a Chicago blitz in the upcoming budget year. Dwight Bassett added that it takes a long-term investment to become recognizable in a large metropolitan area. Paolicelli added that Hyland is arranging for Linda to meet with the National Council of Higher Education in September. The motion to approve the 6-month extension (April 1-Oct 1) was seconded by Dave Gephart and all members were in favor. Strunk continued that the nominating committee which was co-chaired by Strunk and Gephart discussed possible nominations for Lee Pavao as Chair and Anthony Carey as Vice Chair. For the Chair seat, the committee recognized that an emeritus position cannot be Chair and requested more feedback from board members. Gephart with Paolicelli’s clarification explained that the county manager was historically uncomfortable with members whose seat has expired, serving again as a chair of a county board. Others should be given an opportunity. Paolicelli noted that Lee Pavao is one of very few left with institutional memory of the Visitor Bureau and would welcome his ongoing participation but felt that the county manager's edict should be respected. Strunk stated that the nominating committee would need to reconvene to discuss further following the County Managers wishes. Gephart noted that nowhere in the by-laws does it say that non-voting or emeritus positions cannot chair a board. Brad Broadwell suggested taking a look at the current by-laws and make amendments for ex-officios, adding them in an official capacity and having the BOCC ordain the new bylaws. Budget & Finance Bob Ward as Finance Chair reported that we are on target with the budget. Ward reported that a few hotels are delinquent in their tax payments, however the Tax Assessor’s office is aware of it. Ward informed members that the fund balance is approximately $350,000 and we have not appropriated any funds from it and the goal at this point is not to request any, based on the sluggish economy and tax revenues, and to take caution with future planning. Ward requested a motion to approve the budget report, Lydia Lavelle so moved with Anthony Carey seconding. With all members in favor the budget report was approved. Executive Directors Report Laurie Paolicelli reminded members that a consultant was hired to research the feasibility of a genealogical /heritage center in Hillsborough. Paolicelli reported that UNC has since offered to take this project on as a pilot project, digitizing the collection, using grant funds. Paolicelli also reported that Orange County Museum would like to add space in the future and become a repository for these records as well. The report to the Commissioners is being tweaked to reflect these changes and would then be presented to the Commissioners. Paolicelli then requested Dave Gephart to report on the Colonial Inn in Hillsborough. Gephart informed members that the owner of the Colonial Inn filed an appeal for charges of neglect to the property, however the Board of Adjustments found him in violation of the "demolition by neglect" ordinance. Paolicelli continued, reporting that research has found there is a lot of interest in farm tourism by visitors and some local farmers. The VB is in the process of inventorying the farms and finding state funding in an effort to provide farm tours as a tourism opportunity for visitors. Paolicelli reported that a $20,000 wayfinding project is underway in Chapel Hill. Dwight Bassett went on to explain that the project consists of two components, urban and suburban with 30 or more new signs going up. Some of the sign(s) would include Visitors Center at no charge to the Bureau. The UNC Visitors Center however would also like to be put on the sign but the consensus is it would be confusing to visitors. The Bureau’s name may have to be changed to Chapel Hill/Orange County Visitor Center or Orange County Visitor Center. Not all signs will have all destinations. There would be a maximum of six destinations per sign for readability. Bassett stated that there would not be “parking” listed on the suburban signs. However parking would be on the urban signs and designated with a symbol. Bassett stated that the Town is not spending a lot of money on this project and wants to move forward noting that too much time has already been spent. Lydia Lavelle recommended ‘tourism bureau’ rather than ‘visitor center’ for the VB’s name. Anthony Carey recommended working with UNC’s visitor center and educate visitors on both. Continuing with her report, Paolicelli informed that commencement banners for hotel rooms are up on the website. Paolicelli thanked Laura Morgan and Lydia Lavelle for their assistance in the summer camp program in which camp directors will have a summer flyer available to them, listing top ten things to do for campers and their families while here. Requests for materials has picked up from the advertising placed in Southern Living- thanks to Jim Ward for that suggestion. Foot traffic is increasing in the VB Center for families that are college scouting. And concluding the report, Paolicelli informed that the 2010 Visitor Guide would be out anytime now. NEW BUSINESS Bob Ward commended the VB and Hoteliers for the success of March Madness held March 11th. Anthony Carey noted that it produced 125 contacts overall which they (Siena) plan to use strategically. Rick Strunk informed board members that crowds were up this year for the televised NCHSAA state finals. He noted that 3 years ago, 1.1 million attended, two years ago 600,000 and this year 900,000 – thus showing the effects of the economy. Paolcelli asked Strunk how the separation from UNC was going in which he replied, not good. They will be with UNC until May 15th. Strunk stated his retirement is in jeopardy from 26-1/2 years with UNC. They will however be able to keep the building. Bob Ward made comment to Barry and Valerie about the parking conditions at the Bureau. Paolicelli added that with the ESC going in next door, there are no parking spaces to be found Tuesdays and Thursdays. Ward commented that it doesn’t look good to a visitor who cannot find a parking space. Dwight Bassett informed members that 42 spaces on Basnight Lane are available and negotiating 20 more. Anthony Carey informed that the Siena employees park furthest away from the hotel and suggested that VB personnel could possibly park in other lots leaving spaces available for visitors. In other new business, Paolicelli thanked the Commissioners for allowing the 2010 Hog Day event to be held at River Park again, which will be a big celebration for both citizens and visitors. Paolicelli said that the Bureau is working with the Chamber on marketing materials to assist shop owners with luring festival goers into their stores. OLD BUSINESS Barry Jacobs reported on the status of the Commissioners ongoing discussion about the Visitor Bureau and to some extent, the Arts Commission being placed under the Visitors Bureau. The Commissioners were asked to look at the advantages and disadvantages of the Visitors Bureau staying in its current capacity or becoming independent. Jacobs asked the Visitors Bureau board to provide input via a report sent to all of the commissioners. Also, Jacobs asked that the VB board issue a report stating its position on housing the Arts Commission. When asked if there was a timeframe for a response, Jacobs replied that there was not. Board member suggestions and letters would be placed on next month’s agenda or there would be a committee created for continued discussion. In response, Paolicelli stated that as a whole, the Visitor Bureau staff wants to stay with the County. But agreed to take a formal look at the consequences of a separation. Brad Broadwell reminded members that some research has already been done by the Bureau’s Board on restructuring and suggested reviewing those minutes as a starting point. Gephart asked if there were any other departments other than the Bureau that paid the County $100,000 for building rental and administrative services. Jacobs replied that the ABC does. Valerie Foushee added that this is a process that all county departments are going through without exception. Anthony Carey stated that his hotel and others could not do what they do without the Visitors Bureau and recommended that community hotel leaders attend a commissioners meeting or present the commissioners with a letter of support for the Visitors Bureau. Staff members in attendance expressed grave concern and fears at a possible change and noted that morale was very low and fear very high. Patty Griffin said she works day and night to produce beautiful websites, visitor guides, maps and visitor services that shine the County in the best possible light and knowing that the Visitors Bureau might be diminished or go away caused her great distress. Tina Fuller echoed the sentiment about escalating fear. Paolicelli said that her office has been a revolving door of staff asking her to communicate their desires to stay with the County and continue to be a productive agency. Jacobs and Foushee both stated that nothing has been discussed about using the Visitors Bureau funds for anything other than Bureau business and Visitor Bureau employees were not to worry about losing their jobs – it is the intention of the Commissioners for all county employees to remain employed. ADJOURNMENT With no other business to discuss, Bob Ward requested a motion to adjourn the meeting. So moved by Dave Gephart and seconded by Rick Strunk. With all members in favor, the meeting was adjourned at 9:45 am. _______________________________ _________________________________ Minutes Drafted by: Minutes Accepted by: Laurie Paolicelli, Executive Director Bob Ward, Acting Chair ________________________________ _________________________________ Date Date