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HomeMy WebLinkAboutCH-OCVB minutes 121504Minutes Chapel Hill/Orange County Visitors Bureau Board December 15, 2004 The Chapel Hill/Orange County Visitors Bureau Board met at the Courtyard by Marriott , 100 Marriott Way, Chapel Hill on December 15, 2004. Board Members Present: Moses Carey Rick Strunk Frances Dancy Bill Crowther Anne Loeb Linda Convissor Mark Sherburne Board Members Absent: Kevin Callaghan (excused) Edith Wiggins Lee Pavao (excused) Staff Present: René Campbell Betty Davis Guests: Dianne Reid CALL TO ORDER In the absence of Mr. Pavao and Mr. Callaghan, Mr. Moses Carey conducted the board meeting. Mr. Carey called the meeting to order at 8:15 a.m. WELCOME AND INTRODUCTION OF GUESTS Mr. Carey opened the meeting by welcoming Board Members and Ms. Dianne Reid. APPROVAL OF MINUTES Mr. Carey asked for approval of the minutes of the October 20, 2004 meeting. Ms. Frances Dancy made a motion to accept the minutes as presented. Mr. Bill Crowther seconded the motion. With all Board Members in agreement, the motion was carried unanimously. COMMITTEE REPORTS Budget and Finance Mr. Carey reported that the income and expenditures in the monthly financial report for the Bureau are in line with the FY 2004-2005 budget. The finances for the Visitors Bureau are stable with no significant problems noted. Mr. Carey reported that based on the Smith Travel Report that the area hotel occupancy was slightly down. However, the informal monthly survey for Orange County hotels conducted by the Bureau showed that hotel occupancy was up. Mr. Carey also reported that on-line reservations have increased dramatically. Marketing Mr. Rick Strunk, Marketing Chair, reported that requests for proposals (RFP) have been received from three graphic artists. It is anticipated that a final decision on the selection of the graphic designer will be made as soon as January 2005. Mr. Strunk reported to Board Members that interviews were being conducted to fill the vacancy in the Visitors Center of the Visitors Bureau. Mr. Strunk gave an update on the wedding guide that is being printed in conjunction with the Durham Herald. The guide will be available in January. Mr. Strunk reported on the North Carolina High School Athletic Association’s (NCHSAA) football championships games held at Kenan Stadium during the month of December. The 4A and 4AA championship games played in Chapel Hill were composed of teams within a 150 mile radius of Chapel Hill so there was not a need for overnight accommodations. Ms. Campbell conducted a random survey of Franklin Street businesses learned that some merchants and restaurants saw an increase in business while others did not. Due to the timing of the games, from noon to 3:30 and 4:30-8:00, restaurant business was affected. Mr. Strunk stated that the two games attracted approximately 15,000 people. DIRECTOR’S REPORT Ms. René Campbell reported that she has been working with the Chapel Hill/Carrboro Chamber of Commerce recently by providing digital copies of the Bureau’s visitors map and also the series of three “fun facts.” The “fun facts” consist of a sheet on the University of North Carolina – Chapel Hill, Chapel Hill/Carrboro, Hillsborough and Orange County. Ms. Campbell reported that for the last couple of months a group has been meeting with the idea of forming a sports commission. Although the sports market could be viable, Ms. Campbell believes that UNC must be able to provide access to their facilities. Due to UNC’s very busy sports schedule, this may not be feasible. The group will meet on December 16th with a facilities representative to discuss UNC’s participation. Ms. Campbell reported that a Durham County hotel with a Chapel Hill address has requested Orange County brochures. Their request to put their brochures in the Visitors Center was denied. In the interest of providing the information that visitors need, Ms. Campbell reviewed the minutes of the October 2002 Board Meeting when a policy was set regarding this issue. After a brief discussion, the Board concurred with their earlier policy on Durham hotels purchasing Orange County brochures. Ms. Campbell stated that she would attach values to the publications and share the information with out of county hotels that may request brochures from the Chapel Hill/Orange County Visitors Bureau. Ms. Campbell stated that the next Board Meeting was scheduled for February 16th, 2005. She stated that she would be returning on that date from the Travel South tradeshow and made the request for the meeting to be rescheduled for February 23, 2005 at the same venue. The Board Members approved the request for the change of the date of the Board Meeting. NEW BUSINESS Mr. Carey and Ms. Campbell reported on the Orange County Advisory Boards and Commissions Input for County Commissioners’ Annual Planning Retreat that will be held on January 22, 2005. The Commissioners request input from advisory boards and commissions in preparing for their planning retreat. Additional information from the Visitors Bureau on the Commissioners’ Retreat was attached to the December’s 2004 Board Packet. The information will be submitted and Ms. Campbell and Mr. Pavao will request a time to appear before the Commissioners during their retreat. Ms. Campbell and Commissioner Carey spoke to the Board Members regarding Orange County charging the Visitors Bureau FY 2003-2004 annual budget with indirect costs, the first time that this has occurred. A brief discussion ensued. Mr. Carey will be investigating this new policy. Ms. Campbell is concerned that the indirect costs are not a line item in the budget and will be taken out of the fund balance. This will deplete the fund balance within three years. OLD BUSINESS Mr. Carey addressed Board Members regarding the Bureau’s fund balance. As additional information becomes available about the fund balance it will be disseminated to Board Members. Other Matters of the Board and Announcements Mr. Carey reported that Mr. Creston Woods, General Manager of The Carolina Inn, was approved by the Orange County Commissioners to serve a two year term on the Visitors Bureau Board beginning January 1, 2005 through December 31, 2006. Ms. Dianne Reid, Director of the Economic Development Commission, presented a draft of the Orange County’s Five-Year Strategic Plan: 2004-2009, “Investing in Innovation” to each Board Member present. The plan covers five years of improving the business climate, infrastructure, workforce development, and quality of place in Orange County. ADJOURNMENT With all business of the Board completed, Mr. Carey asked for a motion to adjourn the meeting. Ms. Frances Dancy made the motion to adjourn and it was seconded by Mr. Strunk, with all Board Members in agreement, the meeting was adjourned at 9:00 a.m. ______________________________ __ _________________________________ Minutes Drafted by: Minutes Accepted by: René Campbell, Executive Director Lee Pavao, Chair ________________________________ _______________________________ __ Date Date