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HomeMy WebLinkAboutCH-OCVB minutes 121901Minutes Chapel Hill/Orange County Visitors Bureau Board December 19, 2001 The Chapel Hill/Orange County Visitors Bureau Board met at 8:00 A.M. at The Carolina Inn, 211 Pittsboro Street, Chapel Hill on December 19th, 2001. Board Members Present: Creston Woods Rick Strunk Pat Evans Missy Julian-Fox Frances Dancy Lawrence Walters Moses Carey, Jr. Kevin Callaghan Anne Loeb Bill Crowther Board Members Absent: Nancy Davis Sam Hobgood Staff Present: Joe Blake Betty Davis Guests: Dianne Reid Sandy Davis CALL TO ORDER Chairman Creston Woods called the meeting to order at 8:00 a.m. INTRODUCTION OF GUESTS Mr. Woods opened the board meeting by welcoming Board Members and guests. APPROVAL OF MINUTES Chairman Woods asked for approval of the minutes of the October 17, 2001 meeting as presented. Ms. Pat Evans made the motion to accept the minutes as presented. Mr. Bill Crowther seconded the motion. With all Board Members in agreement the minutes were approved as presented. COMMITTEE REPORTS Budget and Finance Mr. Moses Carey, Jr. reported that income was down from anticipated level for year-to-date. The shortfall in county occupancy tax receipts reflected the decline of occupancy during September. Expenditures were well below budget with the exception of rent and departmental supplies. The line item rent was over budget because of prepayment of two months rent through county line item transfer. Departmental supplies reflected expenses that were incurred earlier in the year than anticipated with no expectations of exceeding the year-end total in the category. Marketing Marketing Chair Rick Strunk, reported that 11,000 Wonderful, Whimsical Winter Promotional brochures had been distributed since early November. Another announcement involved the expansion of the winter promotion. In previous years the promotion concluded mid-January, however, due to the overall slowdown in travel the current year’s promotion would conclude at the end of January. The promotion was advertised on the bureau’s website and with ad placements in newspapers and other publications. Also, the winter issue of “Happenings, Calendar of Events” was distributed. Lastly, Mr. Strunk reported that information was submitted to the marketing agency of the North Carolina Division of Tourism, Film and Sports Development for participation in this year’s co-op advertising program. The advertisements will direct readers to visit the NCDTFSD’s website (VISIT NC.com) where participating destinations will have banner ads. This promotion was expected to begin in February 2002. DIRECTOR’S REPORT Mr. Joe Blake reported he had conducted a presentation at the monthly meeting of the Research Triangle Park Tenants Foundation cooperatively with the heads of the Durham and Greater Raleigh Convention and Visitor Bureaus. The focus of the report was to encourage the RTP businesses to keep their meetings and conference business in the community. There was also a challenge to each in attendance to be a tourist in not only their individual community but also the others around the Triangle. Mr. Blake reported the most recent lodging performance numbers for the fiscal year through November. While the figures were still down versus prior year, the industry was showing signs of a modest rebound. It was noted that inquiries for new meetings and conference still were experiencing a slower rebound. Mr. Blake announced that the visits to chocvb.org continued to soar in light of recent Wonderful, Whimsical Winter promotions directing advertising readers to the web site as the call to action. Mr. Blake provided information about the upcoming Meeting Professionals International Carolinas Chapter bi-monthly meeting to be held in Chapel Hill on January 10th and 11th, 2002. Mr. Blake explained the event would be an excellent opportunity for Chapel Hill/Orange County to showcase area as a meeting destination. Mr. Blake announced that Capitol Broadcasting Company cancelled plans for the inaugural 2003 USA Master Games for the Triangle due to the inability to get sponsorships for the events. Also, Capitol had shuttered the sports marketing division that was created to develop and to promote the event. OLD BUSINESS Mr. Strunk reported that the North Carolina High School Athletic Association was in the process of trying to develop better awareness and to reenergize the community’s support for the association founded by the University in 1913. Also highlighted by Mr. Strunk were the economic advantages for Chapel Hill by maintaining as many of the NC high school athletic championships in Chapel Hill as possible. To date the major high school championships –football and basketball – were still held in Chapel Hill on the UNC Chapel Hill campus. Mr. Blake reported that the Orange County Board of Commissioners had approved for the Bureau to receive first option to lease the street front space at 501 W. Franklin Street. According to the county’s purchasing director, the space would be vacated at the end of June 2002. The next step would include meeting with the purchasing director to initiate negotiations on space rental rate and renovations responsibilities. At the request of Chair Woods, Mr. Blake brought to the attention of Board Members that the county’s requirements for advisory boards call for members to be Orange County citizens. This topic for discussion resulted from Mr. Strunk’s concern that the best qualified candidate to replace him, as the NCHSAA representative on the board was not a county resident and therefore not eligible to serve. A discussion of members ensued and the majority concluded that given the nature of the Visitors Bureau funding and mission it would be appropriate for non-residents who are involved with or employed by a business or organization in the community to serve on the board. Mr. Carey suggested that the group address any situation on a case-by-case basis for decision by the Orange County Board of Commissioners instead of trying to initiate a blanket change. NEW BUSINESS The Board appointed Lawrence Walters as Marketing Chair to fulfill the term that would be vacated by Rick Strunk. Mr. Woods reported an ad hoc steering committee to provide assistance to staff for the visitors center development would include himself, Nancy Davis, Missy Julian-Fox, and the marketing chair, Mr. Walters. Chair Woods requested board feedback on the necessity to educate newly elected officials on the visitor industry and the Bureau’s initiatives. After discussion and feedback from members, it was decided any and all opportunities to present the positive economic outcome from tourism would be positive. Mr. Woods and Mr. Blake would plan to meet with the various elected bodies in the near future. Other Matters of the Board Mr. Woods recognized three outgoing Board Members whose terms on the Visitors Bureau Board would expire at the end of the month. Representing the North Carolina High School Athletic Association, Rick Strunk had served on the Board since September of 1994. Mr. Strunk served as Chair on the By-Laws Committee, Marketing Committee Chair, and on the Nominating Committee. Ms. Frances Dancy had served on the Board since April of 2000 representing the Town of Hillsborough. Kevin Callaghan, representing the Town of Carrboro, had served on the Board since September of 2000. Chair Woods commended their service and commitment to the Board. No other matters were brought before the Board for discussion. ADJOURNMENT With all business of the Board completed, Mr. Woods adjourned the meeting at 9:45 a.m. ________________________________ ______ ___________________________ Minutes Drafted by: Minutes Accepted by: Joseph Blake, Executive Director Creston Woods, Chairman ________________________________ _________________________________ Date Date