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HomeMy WebLinkAboutCH-OCVB minutes 101701Minutes Chapel Hill/Orange County Visitors Bureau Board October 17, 2001 The Chapel Hill/Orange County Visitors Bureau Board met at 8:00 A.M. at the Hillsborough House Inn, Hillsborough. Board Members Present: Creston Woods Nancy Davis Rick Strunk Pat Evans Missy Julian-Fox Frances Dancy Lawrence Walters Moses Carey, Jr. Kevin Callaghan Anne Loeb Bill Crowther Sam Hobgood Staff Present: Joe Blake Betty Davis Guests: Dianne Reid John Link CALL TO ORDER Chairman Creston Woods called the meeting to order at 8:10 a.m. INTRODUCTION OF GUESTS Mr. Woods opened the board meeting by welcoming Board Members and guests. Mr. Woods officially welcomed two new Board Members: Mr. Sam Hobgood representing the Hillsborough/Orange County Chamber of Commerce, and Mr. Bill Crowther representing the Alliance for Historic Hillsborough Ms. Lauri Michel, owner of the Hillsborough House Inn, gave a brief overview of the Hillsborough House Inn. Ms. Michel offered a tour of the property immediately after the meeting for interested board members. APPROVAL OF MINUTES Chairman Woods asked for approval of the minutes of the August 15, 2001 meeting as presented. Ms. Pat Evans made the motion to accept the minutes as presented. Mr. Moses Cary seconded the motion. With all Board Members being in agreement the minutes were approved as presented. COMMITTEE REPORTS Budget and Finance Mr. Moses Carey, Jr. reviewed the financial report for year ending. The Bureau’s total expenditures were in line with the FY 2000-2001 budget and a carry over balance of $66,000 would go into the fund balance. Also, a preliminary financial report for July-September 2001-2002 was reviewed with Board Members. The preliminary report for this period indicated that the expenditures to date were in line with y-t-d budget amounts. Mr. Carey emphasized that some of the entries on the financial report may change due to all revenue and expenditure reports not having been posted when the report was generated. (Copies of both financial reports were distributed to Board Members.) Marketing Mr. Rick Strunk, Marketing Chair, reported to the Board Members that the updated Chapel Hill/Orange County Official Visitors Guide was in the final printing stages and should be ready for distribution the week of October 23, 2001. Mr. Strunk also reported that the winter promotional brochure, “Wonderful Whimsical Winter” campaign would be launched at the end of October. The board was informed that the campaign brochure was in the print process, a special section for the campaign on the web site was in place, and the media placements would occur over the next three months. For the first time during the three years of the campaign, brochures would be displayed in the North Carolina Welcome Centers. Mr. Strunk reported the updated visitor map would be available for distribution in the middle of next month. Lastly, Mr. Strunk informed the Board Members that the “Happenings” calendar of events, which is printed by the Durham Herald, would have some changes beginning with the next quarterly issue. Staff had agreed to the minor changes at the request of Herald management, which was reviewing all of its niche publications and outlining cost efficiency measures. For the remaining two issues of the current fiscal year, the publication would not have color on interior pages. DIRECTOR’S REPORT Mr. Joe Blake reported to the Board that both the Durham and Raleigh convention and visitor bureaus had made major budgetary adjustments to their individual bureau budgets due to the unexpected decline of hotel occupancy tax revenues resulting from the slowing economy and the September 11th terrorism acts. Both organizations indicated that the budget cuts included the elimination of some full- and part-time staff positions. As expected due to the combined events of terrorism and the economic slowdown, Chapel Hill/Orange County occupancy tax receipts were down through September. Staff would closely monitor expenditures in the coming months. The first priority would be to continue with all marketing promotions and advertising as originally planned and to initiate cuts in other areas, if needed. The upcoming winter seasonal promotion media placements had been expanded and the promotion extended through the whole month of January in order to generate increased interest in the area from travelers during the slower winter months. Due to the instability of the economic climate and travelers concerns, the ongoing effects to the visitor industry in Orange County remain uncertain. Mr. Blake reported that he sent surveys to local accommodations in an attempt to determine total lost revenues to lodging accommodations as a direct result of the terrorism acts that occurred on September 11th. The survey revealed that Orange County lodging accommodations’ reported a total cumulative loss of approximately $500,000. Of note, 36 groups had canceled or postponed meetings and conferences in area hotels alone. Mr. Blake stated that Linda Ekeland, Sales Director, in an effort to get the message out about available accommodations and meeting space in Orange County, had implemented an email program and a website page promoting special rates (“Hot Dates”) offered by Orange County accommodations for specific date ranges. Mr. Blake also announced that the winter issue of the “Happenings” Calendar of Events would include an article encouraging local citizens to bring their meetings, conferences and events to their hometown. The article would give information about the Bureau’s services to assisting meeting planners, individuals, and groups with meetings, conferences, family reunions, sorority and fraternity functions, etc. utilizing Orange County facilities and accommodations. Mr. Blake shared information about a current initiative underway for the visitor industry being initiated by the Travel Industry of America, which was lobbying for the bill before Congress called “Travel American Now Act of 2001.” The intent of the measure would be to create a temporary tax credit of $500 per person or $1000 per family for travel between now and January 1, 2002. The group would also push for 100% deductibility of business entertainment expenses. In order to promote tourism the North Carolina Association of Convention and Visitors Bureaus (NCACVB) negotiated a cooperative program for its members with the North Carolina Radio Network. NCACVB members would be entitled to have two thirty-second radio spots to promote their areas. Also, the North Carolina Travel and Tourism office was in the process of launching a million dollar billboard campaign to promote tourism in North Carolina. SPECIAL PRESENTATION: County Bond Preview Mr. John Link, County Manager, and Ms. Dianne Reid, Economic Development Director, presented an informative presentation on the Orange County Bond Referendum to be voted on by citizens of Orange County on November 6th. The bond referendum included four issues: schools, senior centers, affordable housing, and parks and recreation. OLD BUSINESS Mr. Woods reported the Visitors Services Organization met again in September. The ad hoc group consists of representatives from UNC Chapel Hill, Chapel Hill/Carrboro Chamber of Commerce, Chapel Hill/Orange County Visitors Bureau, Alliance for Historic Hillsborough, and the Chapel Hill Downtown Commission. The group developed a list of each organization’s visitor services. More information will be provided to Board Members as the group continues with its work to improve the community’s provision of visitor services. NEW BUSINESS Mr. Woods advised Board Members that three seats on the Board would expire on December 31, 2001. Mr. Strunk, representing the North Carolina High School Athletic Association, will have completed two full terms. Mr. Kevin Callaghan, representing the Carrboro Board of Alderman, and Ms. Frances Dancy, representing the Town of Hillsborough, would both have completed partial terms. The Bureau will coordinate with the Orange County Board of Commissioners Office to fill the vacancies prior to the February 2002 board meeting. Other Matters of the Board No other matters were brought forward for discussion. ADJOURNMENT With all business of the Board completed, Mr. Woods asked for a motion to adjourn. Ms. Nancy Davis made a motion to adjourn. Mr. Strunk seconded the motion. With all Board Members in agreement, the meeting adjourned at 9:15 a.m. ________________________________ _________________________________ Minutes Drafted by: Minutes Accepted by: Joseph Blake, Executive Director Creston Woods, Chairman ________________________________ _________________________________ Date Date Bd minutes 10 17 01