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HomeMy WebLinkAboutCH-OCVB minutes 081606Minutes Chapel Hill/Orange County Visitors Bureau Board August 16, 2006 The Chapel Hill/Orange County Visitors Bureau Board met at The Siena Hotel, 1505 East Franklin Street, Chapel Hill at 8:00 a.m. on August 16, 2006. Board Members Present: Lee Pavao Rick Strunk Linda Convissor Bill Crowther Creston Woods Moses Carey Frances Dancy Bob Ward Mark Sherburne Rachel Hawkins Jon Wilner Jim Ward Staff Present: Laurie Paolicelli Dianne Reid Betty Davis Linda Ekeland Patty Griffin Guests: Cathleen Turner – Alliance for Historic Hillsborough Liz Parham – Chapel Hill Downtown Commission Pat Evans CALL TO ORDER Mr. Pavao, Chair, called the meeting to order at 8:00 a.m. WELCOME AND INTRODUCTION OF GUESTS Mr. Lee Pavao opened the meeting by welcoming Board Members, guests and staff members. APPROVAL OF MINUTES Mr. Pavao asked for approval of the minutes for June 21, 2006 Board Meeting. 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. COMMITTEE REPORTS Budget & Finance Mr. Moses Carey, Jr., Finance Chair, reported the Bureau’s 2006-2007 Budget was approved in June by the Orange County Board of County Commissioners. Mr. Carey made a motion to accept the financial report presented in the board packet with the correction of the year in the 2006-2007 Annual Budget document presented and a correction to the 2005-06 Annual Budget Current and YTD Expenditures and Income. Mr. Mark Sherburne seconded the motion. The motion was carried unanimously. Copies of corrected documents will appear in the September Board Packets. Ms. Paolicelli reviewed the proposed budget FY 2006-2007. A brief discussion ensued regarding Chapel Hill contributions to the support of the Chapel Hill/Orange County Visitors Bureau. COMMITTEE REPORTS Sales Committee Mr. Sherburne reported the Sales Committee conducted its first meeting recently and attendance was good with representatives from both limited and full service accommodations. The focus of the meeting was to create ideas of how the sales directors could work together to promote and increase sales through cooperative marketing of Orange County/Chapel Hill hotels. By-Laws Committee Mr. Carey stated the by-laws committee had meet on several occasions to review the current by-laws adopted in 1992. The committee will make recommendations for updating the by-laws. It is anticipated the review and recommended changes will be completed within 60 days and presented to the Board of County Commissioners prior to presenting to the Visitors Bureau Board. Advertising Committee Mr. Strunk reported the committee met on August 15th and was in the final phase of selecting an advertising agency for the Visitors Bureau. The committee reviewed ten “requests for proposals” and had narrowed the selection to four agencies. The committee will contact the selected agencies and request presentations of services to the committee. It is anticipated the process of selecting an agency will be completed and presented to the Board at the October meeting. DIRECTOR’S REPORT Ms. Paolicelli asked Linda Ekeland, Director of Sales, to make a brief report to the Board. Ms. Ekeland reiterated regarding the Sales Committee meeting, transportation from RDU, the Rigmore House (new meeting facility in Orange County), and the Federal per diem rate increase to $90.00. Ms. Patty Griffin, Communications Manager, reported to Board Members that the “Passport to Savings” coupon books would be printed and distributed in the next couple of weeks. Ms. Griffin reported the updating of the visitors guide with a new format. The visitors guide and dining guide will be in one publication. It was also reported that the website is constantly being improved, the DVD will be completed soon and the Bureau will be changing on-line reservations from WorldRes to Travelocity. Ms. Griffin reported she would attend a travel writers meeting this month in Fayetteville. Ms. Paolicelli reported to the Board Members that the Alliance for Historic Hillsborough would be represented in the Bureau’s advertising agency decision and subsequent campaign production. Ms. Paolicelli reported the hotel occupancy in Chapel Hill showed an increase in July. July is typically a “slower” month for hotel occupancy. She attributes the increase in the occupancy to more weddings, corporate and social occasions in the area. Ms. Paolicelli stated there was an interest in reviving a trolley tour for Chapel Hill/Orange County. After a brief discussion by Board Members Ms. Paolicelli stated she would do research on the feasibility of a trolley or some type of organized tour of Chapel Hill/Orange County. Ms. Paolicelli stated Mr. Jim Ward will be assisting the Bureau with communications to the Chapel Hill Town Council regarding Bureau activity and accomplishments along with discussing a longer term strategy where financial contributions are concerned. Ms. Paolicelli presented to Board Members and guests a copy of the Chapel Hill/Orange County Visitors Bureau 2006-2007 Plan of Work – Strategies and Tactics for review. NEW BUSINESS - None OLD BUSINESS – None ADJOURNMENT With all business of the Board completed Mr. Pavao asked for a motion to adjourn the meeting. Mr. Rick Strunk made the motion to adjourn and motion was seconded by Mr. Ward. With all Board Members in agreement, the meeting was adjourned at 9:00 a.m. ________________________________ _________________________________ Minutes Drafted by: Minutes Accepted by: Laurie Paolicelli, Executive Director Lee Pavao, Chair ________________________________ _________________________________ Date Date