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HomeMy WebLinkAboutCH-OCVB minutes 091609Minutes Chapel Hill/Orange County Visitors Bureau Board September 16, 2009 The Chapel Hill/Orange County Visitor’s Bureau Board met at Durham Tech, Orange County Campus, Hillsborough Board Members Present: Creston Woods, Rick Strunk, Frances Dancy, Bob Ward, Jim Ward, Linda Convissor, Dave Gephart, Lee Pavao, Jon Wilner, Barry Jacobs, Greg Overbeck, Jim Parker, Dwight Bassett, Jim Norton Members Absent: James Harris Staff Present: Laurie Paolicelli, Brad Broadwell, Linda Ekeland and Tina Fuller Guests: Anthony Carey, Siena Hotel CALL TO ORDER Chair Creston Woods called the meeting to order at 8:06 a.m. WELCOME Chair Woods welcomed members to the Orange County campus of Durham Tech and introduced our host, Dorothy Brower, Interim Director and Assistant to the President for Community Outreach. Ms. Brower informed members that DTCC currently enrolls 700 students in credit classes with 425 unduplicated this semester and has a public library open 9 am – 6 pm Monday - Thursday. Brower went on to say that the Orange County campus offers non-credit curriculum as well as classes to complete 75% of an Assoc. in Arts and several towards an Assoc. in Science. Ms. Brower stated that all groups and organizations are welcomed to the DTCC for meetings and the like. Brower also informed that the Orange County campus building is the first green, sustainable DTCC building; having solar collection/rain water units, dimming/motion lights in rooms as well as other environmental saving devices. When asked what the strategy of this campus is, Ms. Brower replied that they would like to become a self-supporting campus. On behalf of the Board, Chair Woods thanked Ms. Brower for having them. APPROVAL OF MINUTES Woods requested a motion to approve the August 19, 2009 minutes. Rick Strunk so moved with Bob Ward seconding. With all members in favor, the minutes were approved as written. However, a few corrections were suggested via email to the August 19th minutes and are as follows: Creston Woods recommended that the ‘Visitors Bureau mount a strategic marketing campaign to try to drive Football room night volume’ in general rather than ‘launch a radio campaign in the state’….only, as originally typed and Linda Convissor commented that her understanding on the town of Chapel Hill wayfinding program is that the UNC Visitor Center has asked the Town of Chapel Hill to remove the location of the Visitors Center sign because currently this sign has an arrow pointing straight while sitting right in front of the UNC Visitors Center. This confuses many campus visitors. The reference to NCCU should read North Carolina Central University and Cindy Shea is Director of UNC’s Sustainability Office. GUEST SPEAKER Chair Woods introduced Anthony Carey. Mr. Carey asked the board to consider two ideas that originated from a meeting with UNC Coach, Dennis Craddock as well as Siena staff and Laurie Paolicelli and Linda Ekeland. In the meeting, Coach Craddock asked the Visitors Bureau for financial help in hosting a track & field invitational with 20 teams beginning in January 2010 and continuing through March 2010. Carey requested that the board consider a sponsorship strategy to host such events that need seed dollars in order to bring their event to Orange County. Carey envisioned the town of Chapel Hill getting involved with such sports events by holding an annual event for athletes, i.e. “Weekend of Fitness,” etc., or a town wide that would appeal to families, kids, bicyclists, runners, etc. The goal would be to bring in county residents to downtown Chapel Hill that wouldn’t normally visit downtown. Discussion followed consisting of types of events, finding competitors, special hotel rates, finding sponsors, logistics, challenges and obstacles, ROI, future requests for other projects, and bookings going to competitors in Durham. Paolicelli summarized that Anthony Carey and others before him had requested from the Board: 1) sponsorship to support citywide or countywide events and 2) commitment to help find sponsors and a marketing push to support effort. Creston Woods clarified that the bureau should form a committee to look at a grant program that provides seed dollars to local groups who are in the position to develop tourism, room nights and ultimate occupancy tax in Orange County, but he cautioned against sponsorship or staff donations to independent groups. Jim Ward encouraged Carey to talk with the Town and that he would be the liaison. Brad Broadwell also expressed his concern with the Visitor Bureau soliciting sponsorships. In conclusion, Creston offered to be part of a committee that would look at the possibility of using bureau funds or fund balance as part of a grant/development fund to encourage local groups to hold events in Orange County and work towards an economic ROI such as room nights, restaurant sales, etc. Creston reported that this group would meet and follow-up at the next board meeting. Rick Strunk expressed interest in serving on the board, expressing concern that funding groups like collegiate track and field would open the door for other collegiate and high school groups who have similar large scale events in place already, with no additional fund requests to the Bureau. REPORTS Marketing Report Marketing chair Rick Strunk deferred his report this month and instead will show the new creative and 2010 media at next month’s meeting. Budget & Finance Finance chair Bob Ward reported that with a comparison of apples to apples, meaning the 3%; that July is one of the better months we have had and the trend looks positive. Ward reminded members that in the beginning of the budget year, revenue lags behind two months and contracts are required at the beginning of the fiscal year; therefore expenses are higher than revenue. Ward went on to report that postage expense is nearly depleted due to increased requests for the county’s visitor guides from the Bureau’s stepped up advertising program. In conclusion, Ward reported that $43,558 of the appropriated fund balance was used last year, even though the Bureau appropriated $139,000. Executive Directors Report Executive Director Laurie Paolicelli reported that she is on the steering committee to examine the possibility of a Heritage Center and Genealogical repository to be located in Hillsborough and designed to showcase genealogic and historic county records. Some of these genealogical archives are housed in the Orange County library but the new library does not have room for these documents. Paolicelli recommended spending $5,000.00 of the budget to hire a consultant to 1) propose a budget & find funding resources 2) determine feasibility of tourist type visitors and 3) analyze collections and 4) list needed equipment and staffing needs. Paolicelli stated that she believes it is a wise move and put it up for discussion. Discussion ensued with key points as follows: Jim Ward wondered why Wilson Library couldn’t be used. Jim Ward questioned whether the town of Hillsborough would finance any part of this project since the economic benefits and location of such a place would be located in that town. Concerns were expressed on staffing issues, funding issues and if a new building would be a wise investment or adding space to an existing building. It was determined that the Visitor Bureau would provide research funding in order to accurately answer these questions. Chair Woods requested a motion to approve the $5000 investment to hire a consultant for the Heritage Center. Dave Gephart so moved with Frances Dancy seconding. All members were in favor and the motion was approved. Paolicelli continued with her report informing board members of the upcoming GLBT symposia/FAM that would include approximately 36 travel and media guests. Hosting hotels are The Carolina Inn and The Siena. Political speakers are scheduled. Paolicelli invited board members to the event. Citing the success of the recent Literary Festival, and on the heels of Anthony Carey’s request, Paolicelli reiterated the idea of having a special fund- Tourism Product Development Fund (TPDF) - set aside [5-10% of the gross budget] for the purpose of product development, i.e., sporting events, arts & heritage events, to be given as financial assistance in the form of a grant, pledge of debt service or loan guaranty. Core funding criteria would be O.C. (Orange County) as the branded destination, ROI, and economic impact (new room nights, measurement of economic impact). The events should have community value, environment sustainability, and feasibility among other criteria. This would be in line with the VB’s mission of increasing patronage to the lodging facilities in O.C. Paolicelli suggested forming a committee to look at this possibility. Paolicelli updated board members on the Arts Co-op., thanking Dwight Bassett for heading this project, which will bring artists to the consumer, downtown (C.H.). Paolicelli reported that the project continues to move forward stating that it was standing room only at the August 24th Council meeting with 100 application requests, even with the $500 deposit request to secure the application. The projected timeline on the lease purchase is the 3rd week in November. Paolicelli noted that the Bureau works in alignment with town and county economic development goals and one such goal in Chapel Hill was to enhance the arts and cultural offerings on Franklin Street as part of an effort to increase tourism and commerce in this main port of entry for tourists. Paolicelli informed members of her desire to have the visitors’ bureau help educate visitors on the bicycle laws of the state, which grant equal road access to motorists and bicyclists. Because many tourists were confused by this, Paolicelli expressed desire in producing a public service campaign that educates visitors on NC road rules, and reminds that bicyclists have the same rights. Several board members suggested including pedestrians to the content and commented that the public service materials might remind that bicyclists and pedestrians must be equally cautious. SALES REPORT Sales Director Linda Ekeland took the floor to give an update on group business. Ekeland reported that the current trend is seeing: 1) less meetings, 2) on average, requested room nights for groups are now 30-35 as opposed to the 50-75 in the past and 3) or groups are requesting facilities other than hotels for meeting space. Ekeland also reported that because Orange County hotels are sometimes owned by corporations who have hotels in Durham and Wake counties, the OC generated leads are being shared with properties in other counties. Creston Woods commented that to protect the integrity of Bureau’s lead process we need to reinforce to the membership that leads generated by the CHOCVB must remain in the county and should not be referred to any hotel outside the county. I also suggested that I could talk with the President of the NCRLA to determine if this issue had come up before in the state. Continuing, Ekeland reported that she met with Scott Maitland (Top of the Hill) for a site tour of the room located above the new Walgreens, which will seat 300 and will have breakout rooms available for corporate and social events. Ekeland reported that Maitland wants to market the space as a meeting facility, which will be ready by December. Ekeland reported that Holiday Inn Chapel Hill is the host hotel for the upcoming DSI Comedy event, which will last the entire month of February. DSI expects to book 80 VIP rooms and plan to utilize the Cats Cradle and the Arts Center for shows. Ekeland went on to say that Linda Convissor referred the UNC CHAT Festival, which will have an expected 700-1000 attendees with 50 rooms. NCHSAA’s track and field event is in February as well. NEW BUSINESS Jon Wilner reported that the ground breaking for the new Carrboro complex is scheduled for January 2010. On the topic of Cultural Destination, Jim Ward requested to revisit the bus tour/trolley car initiative with possible funding from Chapel Hill Transit, the Town of Chapel Hill, Carrboro and UNC for a Saturday only tour that would connect our cultural sites. Jim Parker and Laurie Paolicelli thought perhaps we could use the vehicle one day in Hillsborough. Paolicelli will follow up with a meeting to discuss funding and logistics for a Chapel Hill/Carrboro/UNC cultural connector tour and the possibility of working with Hillsborough on funding and use of trolley one day a week. Ward, Parker agreed to be on the committee to meet. OLD BUSINESS No old business ADJOURNMENT With no other business to discuss, Creston Woods requested a motion to adjourn. Dave Gephart so moved and Bob Ward seconded. With all in favor the meeting was adjourned at 9:43 a.m. _______________________________ _________________________________ Minutes Drafted by: Minutes Accepted by: Laurie Paolicelli, Executive Director Creston Woods, Chair ________________________________ _________________________________ Date Date