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HomeMy WebLinkAboutCH-OCVB minutes 121703Minutes Chapel Hill/Orange County Visitors Bureau Board December 17, 2003 The Chapel Hill/Orange County Visitors Bureau Board met at the Chapel Hill/orange County Visitors Bureau, 501 W. Franklin Street, Chapel Hill on December 17, 2003. Board Members Present: Lawrence Walters Kevin Callaghan Rick Strunk Frances Dancy Bill Crowther Creston Woods Lee Pavao Board Members Absent: Anne Loeb Nancy Davis Sam Hobgood Moses Carey Staff Present: Linda Ekeland Betty Davis Guests: Dianne Reid Sandy Roberts CALL TO ORDER Chair Lawrence Walters called the meeting to order at 8:00 a.m. WELCOME AND INTRODUCTION OF GUESTS Mr. Walters welcomed Board Members and guests. APPROVAL OF MINUTES Chair Walters asked for approval of the minutes of the October 15, 2003 meeting with a correction on page 3, second paragraph under New Business, corrected to read “Ms. Turner.” Mr. Bill Crowther made a motion to accept the minutes with correction. Mr. Lee Pavao seconded the motion. With all Board Members in agreement, the motion was carried unanimously. COMMITTEE REPORTS Budget and Finance Mr. Moses Carey, Budget and Finance Chair, was unable to attend the Board Meeting. In Mr. Carey’s absence Mr. Walters reported on the finances of the Bureau. Mr. Walters reported that revenue collections were slightly up and all the expenditures were in line with the budgetary projections. Marketing Mr. Rick Strunk, Marketing Chair, reported that the draft of the annual report was ready for review. Upon the completion of the review it will be ready for printing and distribution. Approximately 10,500 “Wonderful Whimsical Winter” promotional brochures were distributed through direct mailings, through the North Carolina Welcome Centers, AAA and local accommodations. The winter promotion will run through January 24th, 2004. Mr. Strunk also reported that the promotional advertisements “Everything is Closer in North Carolina,” a joint effort of Time Warner Cable and the North Carolina Association of Convention and Visitors Bureaus members, were being aired on the cable network. DIRECTOR’S REPORT Ms. Linda Ekeland, Interim Director, reported that she had attended a planning meeting along with representatives from Raleigh, Durham and NHL regarding the National Hockey League Draft to be held in June 2004 at the RBC in Raleigh. The purpose of the meeting was to discuss options for promotional items, banners, media reception and Triangle transportation. Board Members will be kept informed as plans continue for the NHL event. Ms. Ekeland reported that the Bureau co-hosted a booth at the Association Executives of North Carolina Holiday Tradeshow (AENC) on December 11th in Raleigh. About 85 people visited the booth requesting information on Orange County. On the evening of December 10th, the North Carolina Association of Convention and Visitors Bureaus (NCACVB) hosted a reception and dinner for AENC members. The event was to be build stronger relationships between meeting planners, executives directors and North Carolina’s convention and visitors bureaus. NEW BUSINESS Ms. Dianne Reid provided an update on the recruitment process for the position of Executive Director for the Visitors Bureau. Ms. Reid stated that the position was advertised internal (Orange County) and externally simultaneously. External advertisements included local newspapers, IACVB and NCACVB websites. Deadline for applications is January 5th, 2004. The assessment panel for applicants is: Moses Carey, John Link, Creston Woods, Mark Sherburne and Dianne Reid. The panel will meet in mid-January to develop questions for applicants. The final selection of top candidates for the position will be determined about mid-February with final selection about the end of March. Mr. Walters announced that the Orange County Board of County Commissioners would hold their annual retreat January 31st. The floor was opened for discussion regarding information that the Bureau would like to present to the Commissioners at the annual retreat. It was determined by Board Members that the main goal of the Visitors Bureau would be to maintain the same level of services provided to visitors to Orange County accommodations and attractions. OLD BUSINESS Mr. Walters informed the Board Members that three Board seats would be expiring in December. The vacant seats will be a representative from the University, the Orange County Lodging Association and the Town of Chapel Hill. Mr. Mark Sherburne, General Manager of the Siena Hotel and Ms. Edith Wiggins, Town of Chapel Hill Council Member, have been nominated to fill two vacancies. A nomination for a representative from UNC-Chapel Hill has not been received. Mr. Walters presented “Certificates of Appreciation” to Board Members who have served full terms that will expire on December 31, 2003 on the Visitors Bureau Board. Creston Woods, representing the Orange County Lodging Association, was recognized for his continued service for two complete two-year terms with a portion of that time as chair of the Board. Nancy Davis served two complete two-year terms, representing the University, and served as co-chair for two years. Pat Evans served on the Board a two-year term representing the Town of Chapel Hill. Other Matters of the Board and Announcements No other matters or announcements were presented to the Board for consideration. ADJOURNMENT With all business of the Board completed, Mr. Lee Pavao made the motion to adjourn the meeting with a second to the motion by Ms. Frances Dancy. With all Board Members in favor, the meeting was adjourned at 8:40 a.m. ________________________________ _________________________________ Minutes Drafted by: Minutes Accepted by: Linda Ekeland, Interim Director Lawrence Walters, Chairman ________________________________ _________________________________ Date Date