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Home My WebLink AboutCH-OCVB minutes 041509Minutes Chapel Hill/Orange County Visitors Bureau Board April 15, 2009 The Chapel Hill/Orange County Visitor’s Bureau Board met at The Siena Hotel 1505 E. Franklin St., Chapel Hill Board Members Present: Mark Sherburne, Barry Jacobs, Rick Strunk, Frances Dancy, Bob Ward, Jim Ward, Greg Overbeck, Creston Woods, Linda Convissor, Dave Gephart, Lee Pavao, Dwight Basset Members Absent: Jon Wilner, Jim Parker, and James Harris Staff Present: Laurie Paolicelli, Linda Ekeland, and Tina Fuller Guests: Mike Gering, Town of Hillsborough, Elizabeth Read, Alliance for Historic Hillsborough CALL TO ORDER Mr. Mark Sherburne, Chair, called the meeting to order at 8:10 a.m. WELCOME Chair Sherburne welcomed members and guests. Sherburne then introduced and thanked Anthony Carey for hosting the meeting. Carey expressed his appreciation for the Visitor Bureau and it’s Board, for understanding the needs of hoteliers by stressing the importance of local tourism. APPROVAL OF MINUTES Chair Sherburne requested a motion to approve the March 18th 2009 minutes. Frances Dancy moved with Bob Ward seconding. With all members in favor, the minutes were approved as written. GUEST SPEAKER(s) Chair Sherburne introduced Mike Gering, Hillsborough Town Mayor ProTem to discuss the possibility of imposing a fee on special events in Hillsborough. Mayor Pro Tem Gering, also Chair on the Hillsborough Tourism Board, informed members that last year, the Town Board budgeted for extra time and services the town spends on special events, however Town staff is having a hard time meeting the needs for police protection, trash pick-up, etc for these events. Gering stated that Town staff was directed to draft a policy to address those issues. After reviewing the policy, the Tourism Board found several things that still need addressed. A meeting has been scheduled on Monday April 20th for 6 PM at Durham Tech Orange County Campus, room 104 to further discuss the proposed policy and event fees. Gering stated that the policy would include staff prep time and a fee schedule which might include waivers for several reasons. Meals tax would be considered to cover some expenses. The Town Board and taxpayers would review costs to budget. Visitor Bureau Executive Director Paolicelli expressed her concern that the fees would create a possible erosion of Hillsborough’s customer base if events go away. Paolicelli stated that the Visitor Bureau would help as much as possible but felt that the fees would hurt. Paolicelli recommended levying for the extra 3% occupancy tax allowed by the State to help alleviate some of the Town’s costs and estimated that it would bring in an extra $50,000. Elizabeth Read, Executive Director of the Alliance for Historic Hillsborough stated that there would be an estimated $32,000 in extra fees this year. Board member Dave Gephart also on the board of the Alliance agrees that there is a need for a policy but several things still need ironed out. Both feel it devastating to the event groups. Discussion ensued with key points as: Hillsborough events are mostly sponsored by non-profits The Town Board needs to know and understand how much the events are going to cost the Town. The Visitor Bureau would help with establishing the ROI from the events Merchants are sided on the issue Gering stated that the Visitor Bureau has a stake in this issue and recommended attending the forum on Monday and voice an opinion and show a positive impact. With no other discussion, Chair Sherburne thanked Mike Gering and gave the floor to Laurie for the Executive Directors report REPORTS Executive Directors Report Executive Director Laurie Paolicelli reported that this coming year would be our toughest regarding budget. In an effort to adhere to county policy, several areas have been cut; Saturday personnel, operations, trade shows, marketing & advertising, and strategic alliances. Paolicelli stated that she thinks the administrative fee is fair and reported that any revenue in excess of the projected $941,691 would go into fund balance, which is already healthy. Paolicelli reported that 2009/2010 goals & objectives of the Visitor Bureau are to increase sales to hotels by generating new leads through the newly acquired partnership with the Hyland Group, increase on-line exposure through AAA, Travelocity and Social media, and support local special events that would require an overnight stay through NCHSAA, Tarheel Athletics, 2009 Literary Festival, Touch Downtown and Hillsborough Holiday promotion. Paolicelli informed that the VB would continue to support the arts community through Culture Zone – website should be up next month, and the agriculture community through Maple View Farms’ new Agricultural Center. And continue to pursue new markets both related and unrelated to education. With the conclusion of the Executive Directors report, Chair Sherburne gave the floor to Bob Ward Finance Chair. Budget & Finance Bob Ward reported that revenue is status quo, lagging behind a month, which is customary with occupancy tax collections. Gross receipts are up by 12% due to the 1% increase. Paolicelli requested Tina to bring the 2% occupancy tax comparison report beginning next meeting. Chair Sherburne requested a motion to approve the budget & occupancy reports. Frances Dancy_so_moved with Rick Strunk seconding. All members were in favor and the reports as presented were approved. Sherburne turned the floor over to Rick Strunk for the marketing report Marketing Marketing Chair Rick Strunk reported that the County Manager and the BOCC’s are on board with the summer advertising campaign funding coming from the VB’s fund balance. The summer campaign will run from May 1 – August 30, 2009 targeting North Carolina and Virginia and will include ads, electronic mailing of newsletter and flyers. Laurie added that John Pelletier was shown the 3 towns for the price of 1 ad and felt that the strategy was on-target but encouraged greater emphasis of values at hotels. Strunk also reported that attendance for the NCHSAA basketball attendance was down by 20% and little rooms were sold due to team winners living in counties close to Orange and therefore requiring no overnight accommodations. NEW BUSINESS Under New Business Strunk reported that Charlie Adams, Executive Director of the NCHSAA will be retiring in January 2010. Mark Sherburne and Lee Pavao are meeting with the BOCC’s individually regarding budget cutbacks vs. use of funds to market the area. Lee Pavao commented that the meeting with Valerie Foushee was very productive and that Valerie has an even greater understanding what the VB is all about. Paolicelli added that the Hyland Group would be here April 29th & 30th and also that the VB would be at the Chapel Hill town council meeting tonight requesting funds for next year. Barry Jacobs commented addressing the idea of the Bureau becoming an independent agency; similar to other bureau’s in the state, seeking 501c3 or 501c6 organizational structure, which would give it the ability to independently grow the mission, budget and make quick sales decision that often get slowed through the county’s approval process. Laurie Paolicelli said she would ask the president of the North Carolina Association of Convention and Visitor Bureaus, James Meacham (formally with Statesville now with Rowan County/Salisbury Visitor Bureau), to speak at an upcoming board meeting about how other NC bureaus operate and how many bureaus have transitioned away from county and city government to form a separate organization. Jim Ward asked the board to look at growing and diversifying the budget, citing Carrboro and UNC as possible contributors, based on the wealth of service and programming the Visitor Bureau provides both. Mark Sherburne agreed that he would probe that possibility and bring information back to the next meeting as to how other visitor bureaus assess neighboring towns and their University on a relationship with the Bureau. Linda Convissor noted that The Downtown Partnership has a new Director beginning June 1st, Jim Norton from Tulsa OK, bringing 20 plus years experience in Economic Development. New businesses in town include The Game Stop and Vintage Clothing Store. Laurie announced that the Bureau worked with Mayor Foy to give him updates on new additions to Franklin Street. Creston Woods asked that Laurie share that information with the board. OLD BUSINESS No old business ACKNOWLEDMENTS Laurie Paolicelli thanked the Board for their support on the two books by Irma Tejada and Chris Kanoy noting they have been very successful in promoting Carrboro and Hillsborough. ADJOURNMENT With no other business to discuss, Chair Sherburne requested a motion to adjourn. Rick Strunk so moved with Bob Ward seconding. With all in favor the meeting was adjourned at 9:20 a.m. _______________________________ ______________ ___________________ Minutes Drafted by: Minutes Accepted by: Laurie Paolicelli, Executive Director Mark Sherburne, Chair ________________________________ _________________________________ Date Date