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Home My WebLink AboutCH-OCVB minutes 101508Minutes Chapel Hill/Orange County Visitors Bureau Board October 15, 2008 The Chapel Hill/Orange County Visitor’s Bureau Board met at The Arts Center 300-G East Main Street in Carrboro Host Jon Wilner, Executive Director Board Members Present: Lee Pavao, Rick Strunk, Rachel Hawkins, Dave Gephart, Jon Wilner, Jim Ward, Frances Dancy, Bob Ward, Mark Sherburne, Barry Jacobs, Members Absent: Creston Woods, Linda Convissor Other’s Present: Bradley Broadwell, O.C. EDC Director; Joel Sheer of Sheer & Assoc. Staff Present: Laurie Paolicelli, Linda Ekeland, and Tina Fuller Guests: Amy Baldwin, Executive Director of the 2009 NC Literary Festival CALL TO ORDER Mr. Lee Pavao, Chair, called the meeting to order at 8:07 a.m. WELCOME Chair Pavao welcomed everyone. INTRODUCTION OF HOST/GUEST SPEAKER Chair Pavao introduced Amy Baldwin, Executive Director of the 2009 NC Literary Festival. Ms. Baldwin briefly gave her background noting her involvement in several large-scale events that were under her direction. Baldwin also gave the background history and purpose of the NC Literary Festival. Baldwin went on to inform that the festival dates are set for September 10-13, 2009 and expects 120-150 writers from North Carolina and the South in general, with the majority being there on Saturday and Sunday. Some of the hi-lights will include a well-known keynote speaker, book signings, Book sales, workshops, a special children’s area, and artistic and musical performances. Baldwin stated that she hopes to attract about 10,000 people. The NC Literary Festival is designed to be an outreach educational program according to Baldwin that strives to promote reading and writing while spotlighting the literature of the American South and also to attract people of all ages to our area. Baldwin also stated that her team is taking the festival to six other areas of the state for marketing purposes and to reach people who cannot make it here. Those wishing to volunteer or sponsor the event or just need more information should contact Amy Baldwin at Amy_Baldwin@unc.edu. Visitor Bureau Executive Director Laurie Paolicelli added that when Duke hosted it was a spectacular event. Chair Pavao then acknowledged Jon Wilner as this meetings host and gave him the floor to update members on The Arts Center. Board member Wilner explained that The Arts Center is in its 35th year and started from a single painting class that grew into serving 2000 students a year. The Arts Center serves approximately 60,000 people per year of which half are children. The building consists of a concert area, a theatre and two galleries. The Arts Center provides 30 summer camps and has Family Sharing/Saturday showings. The Center just received $104,000 in grant money however the Center brings in 83% of its income as earned through tuition. Wilner commented that the presidential candidates are not promising any tax advantages for non-profits this campaign and times are looking scary. APPROVAL OF MINUTES Chair Pavao requested a motion to approve the September 24, 2008 minutes. Dave Gephart moved to accept as written, Mark Sherburne seconded. With all board members in agreement the motion was carried unanimously. REPORTS Chair Pavao then gave the floor to Joel Sheer of Sheer and Associates for a report on research findings from interviews with the Visitor Bureau’s stakeholders. Mr. Sheer presented board members with a handout outlining the purpose and goals of the research. Sheer explained that interviews were conducted between August 7th and September 19th, 2008 with 41 people from all aspects of the community that influence or are influenced by the Visitors Bureau. Interviews consisted of 10 questions and were conducted by telephone or in person. Sheer reported that the positive perceptions greatly outweighed the negative perceptions. Some positive comments included that the Bureau is a good custodian of public funds; uses resources wisely, great communications, excellent publications and distribution of materials, the Bureau is in a unique position with no special interests which allows for political and partnership abilities. A few concerns included the cost vs. the benefits isn’t impressive, the branding/tagline falls short and there is a lack of local community communication. After some discussion by board members it was agreed that the next step is to make a conscious effort on which concerns need action, if any. Executive Director Paolicelli stated she would get with Joel Sheer, Lee Pavao and Mark Sherburne and present recommendations to the Board at the November meeting. Some recommendations by board members included educating our own community, give back final results to interviewees, communicate effectively with local and use them as advocates to help insure funding and present research results to Chapel Hill town officials and other officials. Budget & Finance Bob Ward, Finance Chair, reported that some of the expense items have a high percentage for this time of year and explained that accounts i.e. office supplies and departmental supplies have required unusual purchases (cartridges) and IDSS that needed payment up front and the strategic alliances account (Tar Heel Sports Marketing, NCHSAA) which needed payments up front. Ward also reported that revenue funds are late in coming. No funds from the Town of Chapel Hill until the performance agreement is revised and agreed upon. Paolicelli added that it will be reviewed in the next few weeks and the budget report should reflect two quarters of the $130,000. Ward recommended following up with the County’s Finance Director and question why funds are 2 months behind. With no questions, Chair Pavao requested a motion to approve the budget report with the recommendation to follow up with the County Finance Director. Bob Ward so moved with Dave Gephart seconding. All members were in favor and the budget report was approved as given. Executive Directors Report Executive Director Paolicelli informed board members that in lieu of the executive directors report staff member Linda Ekeland would report on group sales trends year-to-date. With that, Ekeland took the floor referring members to a handout. Ekeland reported that group sales were down by 100 at the end of last budget year however; definite bookings, room nights and leads generated were up. Ekeland also reported on strengths (positive name brand; seasoned leadership in hotels; hotels are active and give the VB support), weaknesses (economy; low inquiries; travel industry down overall, limited meeting space), and challenges (gas and soaring consumer price index; growing number of hotel rooms surrounding county; higher ADR than surrounding counties). Ekeland informed board members about MINT and CVBHotRates, two new programs to the VB. Some of the upcoming issues, Ekeland stated, are the dated exteriors of some hotels, which may require a change in flag (name) and ADR competitiveness. Ekeland concluded with opportunities for the VB citing an increase in advertising, hotel renovations, the super shuttle, RDU marketing, a FAM tour in December and the new meeting and event guide. Marketing Report Chair Pavao then gave the floor to Marketing Chair Rick Strunk who referred board members to the Jennings material packet summarizing the media plan. Strunk reported that the promotion for Hillsborough was presented to Elizabeth Read, Director of the Alliance for Historic Hillsborough. On another note, Strunk requested board members to review a questionnaire for John Pelletier for January’s board meeting. Concluding, Strunk informed members of the schedule for the HSAA football championships, which will be held at UNC on December 12th-14th at 7:30 Friday night, 11:00 am Saturday and Sunday afternoon. NEW BUSINESS Paolicelli reported that she met with Public Works with a list of complaints and the Horton follow up letter regarding the breezeway and that the VB would use $20,000 of its budget to upgrade due to the County not having the funds. Board member Barry Jacobs reported that he attended a meeting with Chancellor Thorpe, several Deans (UNC) and town officials regarding economic development plugging into Orange County agriculture – results look positive. Paolicelli announced the book signing of Across the Line at Market Street Books (Southern Village) on October 29th. Board member Dave Gephart reported that the Alliance for Historic Hillsborough had a Strategic Plan Retreat resulting in each board member interviewing 3-4 people for raw data. Gephart also reported on a few holiday activities, Burwell School, gingerbread house. OLD BUSINESS No old business to report ADJOURNMENT With no other business to discuss, Chair Pavao entertained a motion to adjourn and the meeting came to a close at 9:40 a.m. ________________ ________________ _________________________________ Minutes Drafted by: Minutes Accepted by: Laurie Paolicelli, Executive Director Lee Pavao, Chair ________________________________ _____________ ____________________ Date Date