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HomeMy WebLinkAboutCH-OCVB minutes 102004Minutes Chapel Hill/Orange County Visitors Bureau Board October 20, 2004 The Chapel Hill/Orange County Visitors Bureau Board met at the Orange County Historical Museum, 210 N. Churton Street, Hillsborough on October 20, 2004. Board Members Present: Rick Strunk Frances Dancy Bill Crowther Lee Pavao Anne Loeb Linda Convissor Mark Sherburne Board Members Absent: Moses Carey (responded) Kevin Callaghan (no response) Edith Wiggins (responded) Staff Present: René Campbell Betty Davis CALL TO ORDER Mr. Lee Pavao called the meeting to order at 8:10 a.m. WELCOME AND INTRODUCTION OF GUESTS Mr. Pavao opened the meeting by welcoming Board Members. Ms. Mary Jewel, Volunteer Coordinator for the Orange County Historical Museum, also welcomed those present and announced that immediately following the Board Meeting she would be available to give a tour of the Orange County Historical Museum. Mr. Rick Strunk presided over the Board’s vote on the recommendation that Mr. Lee Pavao serve as Interim Chair. Mr. Strunk asked for a motion from Board Members recommending that Mr. Pavao serve as Interim Chair of the Board. Ms. Linda Convissor made the motion and Mr. Mark Sherburne seconded the motion. With all Board Members in agreement the motion was carried unanimously. APPROVAL OF MINUTES Interim Chair Pavao asked for approval of the minutes of the August 18, 2004 meeting. Ms. Frances Dancy made a motion to accept the minutes as presented. Mr. Rick Strunk seconded the motion. With all Board Members in agreement, the motion was carried unanimously. COMMITTEE REPORTS Budget and Finance Ms. René Campbell, reporting in Mr. Carey’s absence, stated that the income and expenditures in the monthly financial report for the Bureau are in line. Ms. Campbell announced that the Courtyard by Marriott opened in September and this will result in more occupancy tax receipts. Ms. Campbell also reported that the occupancy and average daily rate were up for the month of August. Ms. Campbell also announced that the Federal Government per diem rate for Orange County was raised to $105.00. To compare, Durham and Wake Counties have a $74 rate. The per diem rate increase opens Orange County accommodations to more government business. Mr. Pavao asked for a motion that the Board accept the financial report as presented. Mr. Bill Crowthers made the motion and Ms. Frances Dancy seconded the motion. With all Board Members in agreement the motion was accepted as presented. Marketing Mr. Rick Strunk, Marketing Chair, commented on the article that appeared in the Miami Herald on September 12, 2004. (Copy of article included in the October Board Packet.) Mr. Strunk reported that Ms. Campbell was in the process of the completing the “Plan of Work,” previously referred to as the “Marketing Plan.” The change in title reflects an expanded format that provides an overview of all tasks that the Bureau performs, not just the marketing and promotion. Mr. Strunk announced that Pathway Familiarization (FAM)Tour on September 23rd, was very successful, in spite of the storms, with 22 meeting planners in attendance. Strunk reported that Linda Ekeland, Director of Sales, was invited to speak with selected meeting planner clients of the Friday Center. Ms. Ekeland did a Power Point slide presentation to the group and received very position feedback. Mr. Strunk reported that Ms. Campbell and Patty Griffin, Communications Manager, attended the 2004 Media Marketing Update in Raleigh on September 14. The North Carolina Division of Tourism, Film and Sports Development sponsors the marketing update each year to cover year-to-date progress and plans for the coming year. Ms. Campbell reported on the partnership with the Durham Herald. The Herald provides daily newspapers to Orange County accommodations at no charge to anyone. The specified number of Herald Sun newspapers will be delivered to all local hotels with a small blue sticker in the upper left corner of the front page with the words ‘Courtesy of Chapel Hill/Orange County Visitors Bureau & Visitors Center – 501 West Franklin Street – Chapel Hill – www.chocvb.or - (888 960-2060).’ The dollar value of the newspapers is calculated and will be traded for printing with the Visitors Bureau. Not only does the Durham Herald’s receive increased circulation, it also has a link to the Herald web site from the Bureau home page web site. DIRECTOR’S REPORT Ms. Campbell stated that her ‘Director’s Report’ consisted of information reported earlier in the Budget and Finance Report and the Marketing Report. Please refer to those portions of the minutes. NEW BUSINESS Mr. Pavao stated that the Visitors Bureau Board of Directors would have terms expiring on December 31, 2004. The following terms will be expiring: Kevin Callaghan (representing the Town of Carrboro) – Mr. Callaghan is eligible for re-appointment for the Town or the Town may choose to nominate another representative to the Visitors Bureau Board. Rick Strunk (representing the North Carolina High School Athletic Association) – Mr. Strunk is eligible for re-appointment or the NCHSAA may choose to nominate another representative to the Visitors Bureau Board. Frances Dancy (representing the Town of Hillsborough) – Ms. Dancy is eligible for re-appointment or the Town may choose to nominate another representative to serve on the Visitors Bureau Board. Sam Hobgood (representing the Orange County/Hillsborough Chamber of Commerce) resigned his seat on the Board in August 2004. The Chamber will submit a nomination to fill the vacancy on the Visitors Bureau Board. Lawrence Walters (representing the Orange County Lodging Association – Seat #2) submitted his resignation on August 26, 2004, upon accepting new employment in another state. The Orange County Lodging Association will submit a letter of nomination to fill the vacant seat on the Visitors Bureau Board. Mr. Pavao addressed the issue of the Visitors Bureau Board Members adopting a declaration supporting Amendment One to be voted on in the November elections. It was discussed and tabled because Bill Crowther explained that the County Manager must approve endorsements by any board appointed by the Orange County Commissioners in advance. OLD BUSINESS Ms. Campbell reported that she and Dianne Reid, director of Orange County Economic Development, met with Ken Chavious, Orange County Director of Finance, to discuss the Bureau’s fund balance and Campbell’s concern about balancing the Bureau budget with the fund balance.. The State does not have a mandated amount that must remain in fund balance. Campbell will continue to review the fund balance and it’s use to offset Bureau expenses. Other Matters of the Board and Announcements None. ADJOURNMENT With all business of the Board completed, Mr. Pavao asked for a motion to adjourn the meeting. Mr. Mark Sherburne made the motion to adjourn and it was seconded by Mr. Crowthers, with all Board Members in agreement, the meeting was adjourned at 8:40 a.m. _____________ ___________________ _________________________________ Minutes Drafted by: Minutes Accepted by: René Campbell Lee Pavao, Interim Chair ________________________________ ________________________ _________ Date Date