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HomeMy WebLinkAboutCH-OCVB minutes 091510Chapel Hill/Orange County Visitors Bureau Board of Directors Meeting September 15, 2010 Gerrard Hall, Cameron Avenue, UNC Campus Members present: Rick Strunk, Mike Gering, Lydia Lavelle, Jim Norton, Jim Ward, Laura Morgan, Anthony Carey, Greg Overbeck, and Lee Pavao New Members: Mark Sherburne representing OCLA, Robert Kintz, representing the Arts Commission Members Absent: Dave Gephart, Jim Parker, Dwight Bassett, James Harris Staff Present: Laurie Paolicelli, Brad Broadwell, Linda Ekeland, Tina Fuller and Martha Shannon In Chair Dave Gephart’s absence, Rick Strunk opened the meeting at 8:12 am. Mr. Strunk asked for a motion to approve the August 18, 2010 minutes as submitted. Anthony Carey motioned to approve with Lee Pavao seconding. With all members in favor, the minutes we approved. Mr. Strunk then gave the floor to Anthony Carey for his thoughts on the recent Inter-City and Leadership Conference trip to Asheville. Mr. Carey stated that those concerned with economic development in Asheville; the chamber, the visitor’s bureau, city and county government and residents, seemed to work closely together on projects that directly impacted tourism. Carey noted that the tourism authority had full control of the occupancy revenue, spending 4% in advertising, 2.2 million in marketing and 5 million in tourism. When asked what his intake was from the trip, Mike Gering replied that they (Ashville community leaders) are organized to work together as a single ‘on stop shopping’ organization. Anyone looking for opportunity goes to one place. Laurie Paolicelli or Mike Gering noted that the occupancy tax is levied by the county only; the town does not get involved. Ms. Paolicelli stated that legislation for a special fee may be an avenue to look into in the future to subsidize the 6% tax already levied. Paolicelli commented that the community at large recognizes restaurants and the arts, there were artists with easels out and about painting. However, there is no communication between the arts community and the town. Brad Broadwell commented that the artists have no intention in working with their visitor’s bureau or economic development departments. Mr. Broadwell stated that when asked why, they replied that there was no stimulation for artists; that it is taken for granted that the artists have been there for twenty years. Mike Gering added that the biggest budgeted item was the downtown performance center. Laurie Paolicelli commented that the CVB and chamber of commerce are linked at the hip and the message was very strong where tourism is concerned. The VP of the chamber is also the tourism director. Paolicelli added that only 7% of CVB’s are related to chambers because the chambers mission is membership driven; as tax organizations, hotels are not thrilled to have their occupancy tax going to outside hotels. Anthony Carey noted that the Asheville chamber and visitors bureau quickly defined where business went: to the chamber or to tourism, they work fluidly together. Brad Broadwell commented that their organization is very large with tourism, membership and economic development combined. Jim Ward commented that with the exception of the artists, they made sure we knew they communicated with each other better than we do here. In conclusion to the Asheville trip discussion, Jim Norton commented that our city and county do not have a good working relationship, and none of our county officials were on any of the panels at the conference. Rick Strunk introduced special guest, Emil Kang, Carolina Performing Arts Executive Director. With that, Mr. Kang thanked members for having him and the meeting at Gerrard. Mr. Kang handed out this season’s program and commented that the department does not give themselves credit for all that they do. Kang went on to inform members that Memorial Hall is in its 6th year after closing for a three-year renovation period reopening on September 8, 2005 with Tony Bennett. Kang stated that Memorial Hall has 250,000 ticket buying customers, has an audience of 1/3 student and 2/3 public, and is the largest gateway space in the community. Kang noted that it is an important destination for county visitors naming Memorial as one of only three venues to host the Bolshoi Ballet in the U.S. in 2009. Kang then informed members on the process of bringing top notch performers to Memorial Hal like Bolshoi. And concluding, Mr. Kang stated that the Arts is the front door to any community and is eager to partner with the Visitors Bureau with a unified marketing campaign for the arts. Committee Reports Finance With that, Mr. Strunk gave the floor to Finance Chair, Mike Gering for the finance reports. Mr. Gering reported that there was not much happening with the budget. There is a slight improvement in occupancy receipts over this time last year. Mr. Gering noted that this year’s YTD revenue and expenditure report has the Arts Commission’s budget added at the bottom. Gering also pointed out that Mr. Best was to return this meeting with answers to budget concerns discussed in the last meeting. Paolicelli commented that with the exception of Lee Pavao, there is no institutional memory on why we pay rent, an administrative fee and if we are the only department that pays these fees. There is also the question of where the $57,000 surplus from last budget year went and if it will come back to the Bureau. Mike Gering suggested to formally put these questions in writing to the Commissioners and ask them to come to the meeting in October with some rational explanation of why. Anthony Carey or Jim Norton moved to have these questions put formally before the BOCC. Lee Pavao seconded. Laurie Paolicelli commented that on a staff’s point of view, we don’t know where we stand in decision making for future endeavors such as campaigning to Fayetteville troops, etc. Brad Broadwell suggested putting down the initiatives wanted, Lee Pavao pointed out it has already been done, and with that the vote was unanimous to put forth the questions formally to the BOCC. Jim Ward commented that it should list questions about 1) policy and 2) priority on expenditures Laurie Paolicelli stated that with the increase to $150,000 Chapel Hill support, Roger Stancil requested spending part on a Fayetteville program and she is not in a position to answer that question. Paolicelli continued stating that the dialog on who controls what has changed with this last budget year. Lee Pavao commented that the county is in financial difficulty and looking for revenue. Anthony Carey questioned that if we have an increase in revenue would we increase advertising expenditures. Theoretically yes, the memo should address that. Executive Directors Report Laurie Paolicelli then informed the VB board that the commissioners would not officially serve on any board, that they would go to meetings of their choosing with no more than 4 members attending at one meeting so as not to create a quorum. She also informed that at the end of every board meeting we are to send them a 1-page summary of discussions. This decision is for all county departments to lessen staff time used on board commitments. Bob Ward asked about the Tar Heel Sports Marketing and this Saturday’s game. Paolicelli replied that the town cut the P-Lot Park & Ride for the football games however Nationwide Insurance offered 2 buses with free fare to the public and will run all day from Franklin Street to Kenan Stadium on game days. Lydia Lavelle questioned if there would be a blitz of media press notifying free buses available in lieu of regular P-Lot Park & ride. Paolicelli explained that Rick Steinbacher wants transportation downtown and fears the closing of the lot will affect Touch Downtown. There would be an ad in the game day program Steve Spade with Chapel Hill Transit is explaining (publically) the replacement to P-Lot. Ms. Paolicelli continued that explaining that Nationwide came with a plan at no extra cost and may be a potential new partner. Ms. Lavelle questioned whether fans would go to the free lots first then the other lots which would create a traffic problem. Paolicelli stated she would contact transit authority, officials, and UNC officials. Bob Ward questioned if it was just for this one game. Paolicelli replied that she was not sure that they may just be testing the market, bus routes, etc. Discussion switched to the Carolina Brewery leasing trolleys to transport patrons to and from the game. The cost would be $7000 for two trolleys running at each home game. The Brewery and West End merchants declined on the proposal stating it was too expensive. Paolicelli inquired to Greg Overbeck about 2nd Friday parking – Mr. Overbeck replied that he would check with the Brewery. Switching back to game day transportation, Greg Overbeck questioned whether Nationwide needed town council approval. Jim Ward replied that they did not; they are private sector. A few more questions followed in which Laurie Paolicelli replied that she would find out and report back. Sales Report The floor was given to Linda Ekeland for an update on Sales. Ms. Ekeland reported on the outcome of the Hyland Bureaufest in DC held in August. Ekeland reported that they met with 125 planners. Jamie Frydlo with the Franklin convinced one planner with the US Department of Interior to travel here for a site tour. In regard to our hotels, they all basically met her expectations; such as handicap spaces, recycling bins on premises, and no water bottles in rooms. However, the Bureau has to write back with a plan of emergency for the town and county. Ekeland continued informing members of a Sunday site tour with the Super High Output organization for a July 2011 date with the possibility of 500 room nights at the Sheraton. They will have around 100 cars. Top of the Hill and Orange County Speedway may be part of the package. The proposal is up against Raleigh and Charlotte but looks promising. Ekeland apprised the board of the upcoming September 29th Road Show at Mez Restaurant. Ten industry partners will host meeting planners from the RTP area. From 12-2pm, lunch will be provided and prizes will be given away. Planners will have to meet with all partners to be eligible for the grand prize. The Road Show will travel to Charlotte in January. Concluding her report, Ekeland informed members of the upcoming Rejuvenate Conference next month. She stated she would meet with over 60 planners on a one-on-one basis. Ekeland explained that Rejuvenate is in the religious sector, a new market for us. Arts Commission Rick Strunk then asked Martha Shannon for an update on the Arts Commission. Ms. Shannon first thanked the VB for hosting the Open House. Shannon informed the board that 40-50 people attended including Speaker of the House, Joe Hackney; Senator Ellie Kinnaird; and County Commissioner Bernadette Pelissier. Ms. Shannon informed everyone that Arts Commission board member, Robert Kintz, will be the liaison on the Visitors Bureau board. She also informed that new officers of their board were voted in with the Leah Rade as Chair, ______as Vice Chair and Robert Kintz as Secretary. Ms. Shannon explained the process of the state and local grant awarding process. New Business Rick Strunk reported that with due to construction several events will be leaving the area; 1) football championships and 2) two state indoor track competitions. Virginia Tech and Liberty are two possible locations. Room nights will be lost and about 3000 visitors. Ekeland inquired if it would affect swimming competitions; Strunk was not sure. Mr. Strunk stated that they looked at the possibility of renting an indoor track at Greensboro Coliseum, but it didn’t work out. Mr. Strunk informed members that the next board meeting would be at Greenbridge. With regard to the Asheville Inter-City trip, Bob Ward inquired if anyone has come to Chapel Hill to see how we do things. There was a comment that there were 77-80 (Orange County) people in a room and no-one knew what the other (organization) was doing. Laurie Paolicelli commented that our numbers (OCC and ADR) are running the same as theirs. Anthony Carey commented that the next step is to work on small fixes beginning next year. In more new business, Laurie Paolicelli informed board members that Orange County has retained Jennings & Co to help with the .25 cent tax increase. Brad Broadwell stated he would find out how they would be paid. With no other business to discuss, all were in favor to adjourn the meeting at 9:38 am. Minutes drafted by: Laurie Paolicelli, Executive Director Minutes accepted by: Dave Gephart, Board Chairman