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HomeMy WebLinkAboutCH-OCVB minutes 011707Minutes Chapel Hill/Orange County Visitors Bureau Board January 17, 2007 The Chapel Hill/Orange County Visitors Bureau Board met at The Siena Hotel, 505 E. Franklin Street, Chapel Hill at 8:00 a.m. on Wednesday, January 17th, 2007. Board Members Present: Lee Pavao Moses Carey, Jr. Rick Strunk Linda Convissor Bill Crowther Frances Dancy Bob Ward Mark Sherburne Rachel Hawkins Jon Wilner Liz Parham (ex-officio) Board Members Absent: Creston Woods Jim Ward Staff Present: Laurie Paolicelli Dianne Reid Betty Davis Patty Griffin Linda Ekeland Guests: Roger Stancil, Chapel Hill Town Manager CALL TO ORDER Mr. Lee Pavao, Chair, called the meeting to order at 8:09 a.m. WELCOME AND INTRODUCTION OF GUESTS Mr. Pavao opened the meeting by welcoming Board Members and guests. APPROVAL OF MINUTES Mr. Pavao asked for approval of the October 18, 2006 and November 15, 2006 Board Meeting minutes. Mr. Bill Crowther made a motion to accept the minutes as presented. Mr. Moses Carey seconded the motion. With all Board Members in agreement, the motion was carried unanimously to approve minutes from both meetings. COMMITTEE REPORTS Budget & Finance Mr. Moses Carey, Finance Chair, reported the occupancy tax receipts were up 12 % above the projection and the Chapel Hill support grant was on par as of 12/31/2006. Overall, the revenue was good and the major expenses at this time for the Bureau was advertising and marketing. Mr. Carey made a motion to accept the financial report as presented for December 2006. Mr. Bob Ward seconded the motion. With all Board Members in agreement, the motion was carried unanimously. Advertising Committee Ms. Paolicelli deferred to Mr. Strunk for additional information on the advertising agency selection. Mr. Strunk stated with the Board’s approval the Jennings Agency had been selected by the committee as the agency to represent the Bureau. Mr. Strunk indicated that this RFP process conducted under the marketing committee (Strunk, R. Ward, Convissor, Cathleen Turner, Lee Pavao and Paolicelli) was one of the most arduous but rewarding processes and that the committee had first sent an RFP to 21 national agencies, 14 who responded. Strunk explained that the committee met four times over the course of six months to review proposals, creative examples and discuss the needs of the Bureau and the three towns it represents. The committee invited four agencies to make a live presentation at the Franklin Hotel. Then two were selected for final consideration. Those two agencies made a presentation to the full board at the November meeting. After which, the marketing committee was prepared to recommend Jennings. Marketing Chairman Rick Strunk summed up why the committee felt Jennings was the best fit: “Jennings has a driving philosophy that is reflective of Chapel Hill and Orange County region—they are long time residents and business owners; boast of great community pride; employ a multi-generational staff who are open, creative and inclusive. We were astounded when they were right on target about who we are and what we want to convey,” Strunk said. “Jennings will help us bring even more tourism dollars to our region, and we’re supporting Orange County’s creative class by working with a local agency.” Mr. Strunk made a motion to the Board to accept the recommendation of the Advertising Committee to contract with the Jennings Advertising Agency. Mr. Carey seconded the motion. With all Board Members in agreement, the motion was carried unanimously. EXECUTIVE DIRECTOR’S REPORT Ms. Paolicelli gave a brief history of the Visitors Bureau dating back to its inception in 1992 highlighting the major functions of the Bureau. Ms. Paolicelli asked Ms. Linda Ekeland, Director of Sales, to give a brief sales report. Ms. Ekeland stated some major events for the Bureau were as follows: in November the Annual FAM Tour; March Madness designed for UNC meeting planners; Travel South bringing meeting planners from South Carolina, first time providing a step-on tour for seniors; meeting representatives from American Airlines and a two-day sales blitz in Greensboro, Elon and Burlington. Ms. Ekeland gave a brief industry update of Chapel Hill/Orange County accommodations. There are 1483 rooms in Orange County and the Courtyard will be added 22 rooms with a completion date of June 2007. The Residence Inn will open in just a short time and The Franklin Hotel experienced a sold out weekend recently and occupancy is running about 30%. The Sheraton’s new general manager is Minton Cannon and the Hampton Inn’s new general manager is John Surly. The Holiday Inn Chapel Hill, the only sports theme local accommodation, has successfully established a contract with the UNC Hospitals with room nights Monday thorough Thursday special rates. The Carolina Inn beginning January 26 will have a virtual tour on-line and is a totally “smoke-free” accommodation. The Best Western University Inn is now “smoke free” and have “wi-fi” available for guests. Board members and guests were reminded of the Orange County Tourism Partnership meeting for Thursday, January 28 at the Chapel Hill Sheraton Hotel. Ms. Paolicelli reported the annual report was completed and distributed to county and town officials and the annual report has been put on the bureau’s website. Also, the new and updated visitors guide was nearing completion. The visitors guide will be larger and have a fresh new look. The visitors map and post cards are now being designed with production and printing as quickly as possible. The DVD is being distributed to the media, travel writers and other interested industry partners. Ms. Paolicelli reported that Woman’s Day magazine would have an article about Chapel Hill in the spring edition. Daniel Wallace’s article will appear in Our State Magazine’s new NC Signature magazine, to premiere in March, and Michael Malone has completed an article on Hillsborough which graced the cover of the Chapel Hill News earlier in the month and will also be featured in a travel publication. NEW BUSINESS Chair Pavao suggested to Board Members that the Board did not have a vice chair. Mr. Mark Sherburne was nominated to serve as vice chair. Mr. Sherburne accepted the nomination and by acclimation the Board accepted Mr. Sherburne to service as vice chair. OLD BUSINESS None OTHER MATTERS OF THE BOARD None ADJOURNMENT With all business of the Board completed, Mr. Pavao asked for a motion to adjourn the meeting. Ms. Frances Dancy made the motion to adjourn and seconded by Mr. Strunk. With all Board Members in agreement, the meeting was adjourned at 8:50 a.m. ________________________________ _________________________________ Minutes Drafted by: Minutes Accepted by: Laurie Paolicelli, Executive Director Lee Pavao, Chair ________________________________ _________________________________ Date Date