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HomeMy WebLinkAboutCH-OCVB minutes 041900 Minutes Chapel Hill/Orange County Visitors Bureau Board April 19, 2000 The Chapel Hill/Orange County Visitors Bureau Board met at 8 A.M. at the North Carolina Botanical Garden in the Totten Center on Old Mason Farm Road, Chapel Hill. Board Members Present: Lee Pavao Moses Carey, Jr. Rick Strunk Nancy Davis Creston Woods Frances Dancy Anne Loeb Board Members Absent: Mike Nelson Bob Rudolph Staff Present: Joe Blake Betty Davis Guests: Pat Evans Sandy Roberts Bill Stockard Jim Ward Joel Harper CALL TO ORDER Chairman Lee Pavao called the meeting to order at 8:05 a.m. INTRODUCTION OF GUESTS Mr. Pavao welcomed board members and guests to the meeting. Mr. Pavao recognized Ms. Anne Loeb and Ms. Frances Dancy as newly appointed members to the Board. APPROVAL OF MINUTES Chairman Pavao asked for approval of the minutes of the February 16, 2000 meeting as presented. Mr. Rick Strunk made the motion to accept the minutes; Mr. Moses Carey seconded the motion. With all Board Members being in agreement the minutes were approved as presented. COMMITTEE REPORTS Budget and Finance Committee Mr. Moses Carey reported that the revenues and expenditures report indicated that the revenues exceeded the expenditures. Mr. Carey stated that the $30,000 expense for printing the updated visitors guide would make a significant difference in the overall budget, bringing the revenues and expenditures in line. Mr. Carey asked Mr. Blake to give an update on the computer system upgrade for the visitors bureau’s office. Mr. Blake stated that the process of gaining the necessary approvals from appropriate county departments was underway. He noted that the estimated expenses to upgrade the hardware would be within the $18,000 figure presented to the Board at the December 1999. Mr. Carey stated that the Fund Balance Sub Committee would meet immediately following the board meeting. Marketing Committee Mr. Creston Woods, Marketing Committee Chair, reported that the 2000 visitors guide should be available within a month to 6 weeks barring any delays with the printing process. It was also noted that the number of website visits increased substantially over the last several months with an average of 5,000 visits per month. Mr. Woods reported that the Marketing Committee, consisting of himself, Mr. Strunk, Ms. Anita Vaughn of the Siena Hotel and Ms. Cathleen Turner of the Alliance for Historic Hillsborough would be meeting soon to discuss future marketing strategies for the visitors bureau. DIRECTOR’S REPORT Mr. Blake informed the Board that the final design draft of the 2000-2001 Visitors Guide was currently being reviewed by staff. It was anticipated that the final document would be forwarded by the marketing agency to the selected printer for pre-press production within one week. The anticipation was that the new guide would be available within 4 to 6 weeks. Mr. Blake reported that the Triangle bid to host the World Military Games in 2003 would not move forward. For various reasons, the U.S. Department of Defense’s interest to be host country had waned and, as a result, would not appropriate the $12 million necessary to effectively operate the games. The Triangle bid committee voted early on that the funding and support of the Department was a requirement to submit a formal bid to the event organizers. Mr. Blake reported that a group consisting of the three area convention and visitor bureaus and various community business leaders met to discuss the potential establishment of an organization to promote the Triangle for potential multi-city sporting events. Winkie LaForce, former President of North Carolina Bid Committee 2007, initiated the idea. After lengthy discussion, the group agreed to table the idea for the present time. It was felt that such an organization would duplicate services currently provided by the CVBs and other groups in each community. All were in agreement that the Triangle Sports Consortium would continue forward as an ad hoc group that will meet as mega events are pursued. Mr. Blake announced that 12 agents from the American Airlines central reservation office in Cincinnati visited the Triangle for a familiarization tour recently. The group was in Orange County for 1 1/2 days. Ms. Linda Ekeland, the Bureau’s Director of Sales, served as the host for the group, which visited several area attractions and stayed at the Sheraton. A vote of the participants on the final day of the tour chose Orange County as their favorite place to visit while in the Triangle. Blake announced that the Bureau had recently experienced increased interest in Orange County as a day trip for groups staying and meeting in Durham. Due to the amount of staff time necessary to assist with itinerary assistance and service delivery, the Bureau will track these groups as a definite group tour. Periodic reports will be provided to the board. Mr. Blake reported that Department of Commerce Secretary Rick Carlisle announced during the recent Governor’s Conference on Tourism that the economic impact of visitors for 1999 was $11.4 billion dollars, an almost 6% increase over 1998. Mr. Blake reported that the Hillsborough Tourism Board had recently completed several projects such as funding the holiday lights for the downtown area. The group also completed a new video for the visitors center and they are presently working with the Duke Power to investigate the burying of power lines in the downtown area. The Burwell School and the Orange Country Historic Museum were given increased funding by the Tourism Board allowing each to increase the hours opened and to expand the programs offered to visitors and citizens. OLD BUSINESS Board Appointments Mr. Pavao briefly updated the group on a recent board nomination matter. The Board of Commissioners did not approve Ms. Pat Evans, who had been nominated to represent the Chapel Hill/Carrboro Chamber of Commerce on the Visitors Bureau Board. Mr. Pavao stated he felt it was in the best interest of the Visitors Bureau for Ms. Evans to continue service on the Board. She had been an ardent supporter of the Bureau during the Town of Chapel Hill’s annual budget sessions the last several years when questions regarding visitors bureau funding had been raised. Mr. Pavao pointed out that the Visitors Bureau by-laws do not specify that an elected official cannot represent a community group other than their elected body. Mr. Joel Harper, President of the Chapel Hill-Carrboro Chamber of Commerce, spoke on behalf of his group’s intent that Ms. Evans would serve on the Board as a citizen and not as an elected official. Mr. Carey suggested that a letter be written to the Orange County Board of Commissioners supporting Ms. Evans’ appointment to the Board. After a brief discussion Mr. Pavao asked for a motion that a letter be sent to the Orange County Board of Commissioners supporting the appointment of Ms. Evans. Mr. Woods made a motion that a letter be written and sent to the Orange County Commissioners. Mr. Strunk seconded the motion. With all Board Members in agreement, a letter will forwarded to the Orange County Board of Commissioners supporting Ms. Evans’ appointment. Mr. Pavao stated he would draft a letter and present it to the Orange County Board of Commissioners. NEW BUSINESS Mr. Carey, representing the Orange County Board of County Commissioners, recognized all Board Members for their volunteer service to the Visitors Bureau Board. Each member was presented with an “I Make A Difference” pin in appreciation for all their time and effort to serve Orange County and its citizens. Orange County’s Visit to Ottawa, Canada Mr. Pavao reported to the board that the North Carolina Department of Commerce had announced plans to sponsor a “North Carolina 4th of July Celebration” in Ottawa, Canada on July 4th, 2000. Sam Hobgood of Hobgood’s Bar-B-Q in Hillsborough had submitted a proposal to the Orange County Board of Commissioners requesting funds to enable him to represent Orange County at this event. His plan outlined serving traditional North Carolina Bar-B-Q and fixings to approximately 5,000 at an estimated cost of $20,000. The Visitors Bureau board discussed the proposal and agreed that the event would do little to promote tourism to Orange County. Also noted was that such a request was not in line with the Visitors Bureau’s mission and policies. As a result, the group was not in favor of endorsing the event as a vehicle for tourism development. Mr. Blake was to meet with county officials on April 28th for additional discussion at which time he would share the group’s sentiment regarding the matter. Meeting Dates and time for 2000-2001 Board Meetings Mr. Pavao surveyed the board members regarding the current fequency of Visitors Bureau board meetings. With all members in agreement, the board meetings will continue to be held every other month at 8 a.m. in different venues around the county. Staff was asked to prepare a proposed slate of meeting dates to be distributed at the June board meeting for Board review and approval. Nominating Committee Mr. Pavao asked the members of the prior year’s nominating committee if they would be agreeable to serve as the nominating committee for the preparation of the 2000-2001 slate of officers and committee chairs. Mr. Strunk, Mr. Carey and Ms. Nancy each consented to serve as the nominating committee. The group was to meet prior to the June meeting to finalize the slate for presentation at that meeting. Funding from Town of Chapel Hill for 2000-2001 In a brief update, Mr. Pavao stated that the Chapel Hill Town Council approved the occupancy tax grant of 15% for the Visitors Bureau for the upcoming 2000-2001 fiscal year. Other Items from the Board No additional items for the board’s consideration were brought forth. ADJOURMENT With all business of the Board concluded, Mr. Pavao asked for a motion to adjourn. Mr. Carey made the motion for adjournment and Mr. Strunk seconded the motion. With all members in agreement, the meeting adjourned at 8:55 a.m. ________________________________ _________________________________ Minutes Drafted by: Minutes Accepted by: Joseph Blake, Executive Director Lee Pavao, Chairman _________________ _______________ _________________________________ Date Date board/meetings/4 19 2000 Board Meeting Minutes.doc