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HomeMy WebLinkAboutCH-OCVB minutes 102109Minutes Chapel Hill/Orange County Visitors Bureau Board October 21, 2009 The Chapel Hill/Orange County Visitor’s Bureau Board met at North Carolina High School Athletic Association (NCHSAA) 222 Finley Golf Course Rd., Chapel Hill Board Members Present: Creston Woods, Rick Strunk, Frances Dancy, Bob Ward, Linda Convissor, Dave Gephart, Lee Pavao, Jon Wilner, Jim Parker, Dwight Bassett, Jim Norton Members Absent: Jim Ward, Barry Jacobs, Greg Overbeck, and James Harris Staff Present: Laurie Paolicelli, Brad Broadwell, Linda Ekeland and Tina Fuller Guests: Jeanine Simmons, Megan Granda, & Kirsten Beattie, representing CHAT CALL TO ORDER Chair Creston Woods called the meeting to order at 8:04 a.m. WELCOME Chair Woods welcomed members and thanked Rick Strunk for hosting today’s meeting. Woods requested Strunk to give an update on the NCHSAA. Strunk first spoke about the memorabilia and pictures adorning the walls of the boardroom. Strunk then informed members that the NCHSAA would be separating from UNC and spoke on the ramifications of the separation. He also reported that Davis Whitfield was named new Executive Director replacing Charlie Adams who will be retiring in January 2010. He also reported that the playoffs have been posted. APPROVAL OF MINUTES Woods requested a motion to approve the September 16, 2009 minutes. Frances Dancy so moved with Dave Gephart seconding. With all members in favor, the minutes were approved as written. GUEST SPEAKER(s) Chair Woods informed board members that in early 2010, the Institute for Arts and Humanities would host a significant technology and humanities event called CHAT. With that, Woods gave the floor to Jeanine Simmons, Facilities and Events Coordinator for the Institute for the Arts and Humanities (IAH) Dept. at UNC. Jeanine introduced Megan Granda, Executive Director for the IAH to speak on the details of CHAT. Ms. Granda informed board members that a digital arts and humanities festival is scheduled for four (4) days in February 2010 at UNC-Chapel Hill. The festival is designed to celebrate and share regional resources, showcasing our area as a unique arts and humanities destination partly because of the tech companies here in RTP, and to strategically partner faculty members, students, entrepreneurs and community members, locally and nationally. CHAT is also partnering with the School of Education to create a series for K-12; providing free technology resources. Faculty members and technologists from UNC, Duke, NC State and RENCI will present projects enabled by technology. Ms. Granda requested support from the Visitor Bureau and board by way of sponsorship for lunches for the students and faculty, hotel sponsorships among other ways. Laurie Paolicelli commented that she thought it a phenomenal opportunity in our branding to piggyback on a technology opportunity. Paolicelli mentioned that she did not feel the recent literary festival merged the town with the campus and hopes this festival would. She also stated the Visitor Bureau along with the Arts Center, Kidzu, and libraries, etc could help. Creston Woods inquired on what they were looking for in hotel sponsorship. Ms. Simmons replied that they were hoping for packages with hotels close to the University. She stated that she has been working with Linda Ekeland for assistance in securing complimentary rooms for keynote speakers and a host hotel for participants. Woods also inquired on the targeted market in which Ms. Granda informed that the Kenan Flagler Business School is providing assistance in identifying faculty, technologists and community members on a national level. In conclusion, Laurie thanked the guests and stated she looked forward to partnering with them. REPORTS Budget & Finance Finance Chair Bob Ward reported that although July occupancy receipts looked promising, August was considerably down, partly due to uncollected receivables from July and August. Ward noted that cuts would be made in training and travel as well as other accounts to offset the receivables and staff would concentrate on sales and marketing. Paolicelli commented that receipts are also off because tourism is down. Jim Parker inquired on the proposed addition of a 3% occupancy tax for Hillsborough to be introduced during the next legislative session. Frances Dancy replied that they are still working on that. It was stated that the Visitor Bureau should be apart of that process. With the current inventory, it would amount to approximately $50,000 in yearly revenue. It was also noted that through the North Carolina Restaurant and Lodging Association, Creston Woods, board member of that association, could help in the process. Marketing Report Chair Woods gave the floor to Rick Strunk. Strunk reminded members of the current advertising schedule (handout) and pointed out that ads are now running in travel publications and meeting publications. Strunk reported that in keeping with the “Get 3 towns for the price of 1” theme, a new line of creative was developed in which Strunk passed around the table for a preview. He also informed that the new creative would begin with the spring editions. Additionally, Rick reported, that in an effort to help hotels advertise their holiday packages, Laurie has worked with Jennings to produce a direct email campaign. With nothing further, the floor went to Laurie Paolicelli for her report. Executive Directors Report Paolicelli stated that she felt the Visitor Bureau is doing every thing it can to ‘put heads in beds’ with the partnering of the Hyland Group, publications, sales and on-line advertising. Paolicelli stated concerns with dated limited properties but noted that they are good for families, sports teams, etc. however, they are also having to compete with bordering properties off Mt. Moriah. She also reported that the Holiday Inn Chapel Hill is reported to become a Ramada Inn in June 2010. Continuing, Paolicelli reported that she spoke with Bernard Law in the UNC Procurement Office and the outcome was that Law, on an efficiency standpoint, was attempting to book hotels in O.C. but had to look at efficiencies on all levels and that might result in Durham properties being used for UNC. Jon Wilner suggested promoting the destination and all the restaurants and things to do here.. He gave Durham as an example; the Durham CVB advertised with restaurants and other things to do in that surrounding area. Paolicelli responded that although we do that, as a county visitor bureau, we have to be a lot of things to a lot of people, promote 3 towns along with sub-products; athletics, arts, conferences, sports, history and heritage, etc. With that, she suggested that if the board felt that the time was right, she would bring in an international strategist to advise on how to market all these groups under one banner, i.e., Chapel Hill. Wilner stated that he understood her point but feels the need to market other things with the main product. Creston Woods agreed that in an economic downtown, hoteliers deflect attention to others and Orange County hotels have been very complacent until recently. Woods reported that the Orange County Lodging Association (OCLA) has been temporarily resurrected and represents two seats on this board. Woods went on to say that the OCLA has a meeting scheduled on November 9th with the Hyland Group to collaborate on the need for strategy on rate and product. He pointed out that the consumer does not care if the hotel is in Durham or Orange County. Paolicelli added that the Durham CVB is very diverse; their members pay to play and the VB does not have that ability because there are not as many businesses and industries in Orange County, rather UNC, government and healthcare were the drivers. . Brad Broadwell added that Durham is also politically far different. Linda Convissor added that O. C is lacking corporate structure. Discussion commenced on the Buy Local and Chapel Hill/Carrboro Chamber. Lee Pavao commented that the VB should continue on its mission. Paolicelli agreed, stating that at this point the VB will focus more on adding staff to the Sales department in addition marketing, which would include the hiring of a Sales specialist. Woods announced that he and Mark Nelson on his staff also met with UNC Procurement Purchasing Services Director Bernard Law. Woods informed that relationships will govern the decisions on room blocks and at which hotels. Linda Ekeland inquired if the Sales Directors of our local hotels should be involved in the OCLA meetings and to keep the line of communication open between their respective General Managers and decisions with the procurement office. Woods responded that the challenge is procurement is on a time restraint. Paolicelli continued, reporting that she talked with Jim Ward with regard to a cultural loop bus tour of Chapel Hill and Carrboro. It is Ward’s hope that the VB take a role in working with NCBG, the town and Carrboro on a Saturday tour that would bring visitors to NCBG, downtown, University loop and Carrboro and loop back again. Paolicelli stated that the tour might be a one-hour loop with possible stopping points at A Southern Season, Downtown Chapel Hill, UNC and the Botanical Gardens. The Bureau would write a scripted tape for trips. Concepts are in the works. Lee Pavao gave a brief history on past experience with trolley tours and therefore received the position of being on a committee with Jim Ward going forward. SALES REPORT Linda Ekeland reported that both the VB and hotels have seen a slight increase in inquiries about our area in the last few weeks. The inquiries were for meeting space, holiday parties and private facilities. Ekeland reported that the Hillsborough State Association booked 20 rooms, The Hype Squad Riders are holding a convention at the Big Barn on November 13-14 resulting in completely filling the Microtel Inn and almost filling the Holiday Inn Express in Hillsborough and bringing in 400-600 people. Ekeland continued, reporting that there has been a little bit of activity with the Hyland Group in getting prospects but no active leads. One prospect, Outdoor Writers Association of America is open for their Annual Conference 2013 but she is having a hard time finding contacts in our area. Ekeland also stated that the average size lead is 500 people; more than we can comfortably handle. NEW BUSINESS With Mark Sherburne’s employment in Raleigh leaving his seat vacant, Anthony Carey has been nominated to represent the second OCLA seat on the VB Board. Creston Woods requested a motion to approve Carey’s nomination. Dave Gephart so moved with Bob Ward seconding. With all members in favor the motion was carried. Paperwork will be sent to the BOCC for approval Dave Gephart reported on the results of the Tourism Development Fund meeting. Gephart stated that the committee concluded that although Coach Craddock's request was sound, it would require funds not budgeted for in this fiscal year. However it was determined that providing seed money to local events that could bring in new audiences to Orange County was a good idea. It was also determined that certain criteria i.e. how the events would grow room-nights, should be met before funds are granted. Gephart reported that the committee would continue to hash out ideas on the process and criteria of grant funding eligibility and reserving seed money for event planners and/or businesses. For the Hillsborough update, Frances Dancy reported that the Town of Hillsborough is in the process of reviewing their zoning laws and the 3% tax, which would piggyback on other legislation. Funding for the train station is still a few years out. Dave Gephart reported on current and upcoming events : The “Here Comes The Bride” traveling exhibit is on display at the Orange County Museum and the second annual Chili & Salsa cookoff will be on October 31st and will be at the top of the parking garage. Paolicelli confirmed the $5000 funding for research on the proposed Hillsborough Heritage Center with the BOCC approval on October 20th Jim Parker reported that a submitted revision to the hospital in Hillsborough was approved. Lee Pavao reported on the first public meeting of the University Square Foundation, most attendants (of which 1/3 were tenants) were supportive. Jon Wilner requested that a person from the arts community serve on the board. Laurie Paolicelli will put the request up for discussion on next month’s meeting agenda. Paolicelli proposed the idea of having all meetings at the Durham Tech Orange County Campus. After discussion it was decided that meetings should be moved around for economic, visual and learning opportunities. The next Board of Directors meeting will be held at the new Education Center-North Carolina Botanical Gardens. OLD BUSINESS No old business ADJOURNMENT With no other business to discuss, Creston Woods adjourned the meeting at 9:30 a.m. _____________________ __________ _________________________________ Minutes Drafted by: Minutes Accepted by: Laurie Paolicelli, Executive Director Creston Woods, Chair ________________________________ _______________ __________________ Date Date