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HomeMy WebLinkAboutCH-OCVB minutes 101800Minutes Chapel Hill/Orange County Visitors Bureau Board October 18, 2000 The Chapel Hill/Orange County Visitors Bureau Board met at 8 A.M. at the Triangle SportsPlex in Hillsborough. Board Members Present: Creston Woods Lee Pavao Rick Strunk Frances Dancy Anne Loeb Moses Carey, Jr. Board Members Absent: Kevin Callaghan Nancy Davis Staff Present: Joe Blake Betty Davis Guests: John Link Sandy Roberts Dianne Reid Cathleen Turner CALL TO ORDER Chairman Creston Woods called the meeting to order at 8:05 a.m. INTRODUCTION OF GUESTS Mr. Woods welcomed board members and guests to the meeting. Ms. Lilly Villarreal, Director of Sales and Marketing for the Triangle SportsPlex, provided a brief overview of the SportsPlex facility. Ms. Villarreal announced that she would conduct a tour of the facility immediately following the meeting for those interested. APPROVAL OF MINUTES Chairman Woods asked for approval of the minutes of the August 16, 2000 meeting as presented. Mr. Lee Pavao, made the motion to accept the minutes as presented, 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, Finance Committee Chair, reported that all the expenditures appeared to be in line with the year-to-date budget figures. Likewise, it was noted that the bureau’s income was slightly ahead of the previous year’s receipts. Mr. Carey asked Mr. Joe Blake to explain the surplus in the personnel line item. Mr. Blake explained he was working with the Personnel Department to fill the vacant position. Since the search to fill the position has been unsuccessful, the desire is to fill the position with a temporary worker from an outside agency. No discussion ensued from Board Members regarding the financial report. Marketing Committee Mr. Rick Strunk, Marketing Committee Chair, announced the initial phase of the new website was complete. The feedback has been overwhelmingly positive and complimentary on both design and content. Previously, it was announced that the “Wonderful, Whimsical Winter” promotional brochure would be produced in two forms. After further consideration it was decided that one all-inclusive brochure would be more economical for the Bureau to produce and distribute. Mr. Strunk announced the photo contest that the Bureau will be sponsoring with the Chapel Hill Herald, beginning January 1, 2001 through April 6, 2001. A copy of the entry rules was included in the October board packet. At this time judges for the photo contest have not been decided. Mr. Strunk asked the Board to endorse the photo contest. After additional information from Mr. Blake, Mr. Woods asked for a motion to endorse the photo contest. Mr. Strunk made the motion for the Visitors Bureau Board to endorse the contest with Mr. Pavao seconding the motion. With all members being in agreement the motion was approved to support and endorse the photo contest. DIRECTOR’S REPORT Mr. Blake reported that Capitol Sports Marketing plans to host a 10-day Olympic-style sports festival in the Triangle the summer of 2003. Handouts were given to Board Members that listed highlights for the USA Masters Games. It is unknown what economic impact the event will have on the Triangle. The only similar event of this magnitude took place in Philadelphia in the early 1990’s and information is not available regarding the economic impact to that area stemming from the event. Mr. Blake reported that the Bureau’s website has received numerous compliments from other CVBs. He passed around a copy of the web site’s homepage for Board Members to review. He explained that the “Wonderful, Whimsical Winter” promotion image would be on the homepage through the promotion. Representatives from the Triangle convention and visitor bureaus met the previous week to continue work on the multi-city sporting events template document. With the work in the final stages, all that is left is to review the document and make final edits prior before it is issued to appropriate constituent agencies for approval. The expectation is that the template will be an efficient and effective way to determine if a sporting event would be appropriate for the Triangle to host. Mr. Blake reported that he had meet with representatives from Club Nova. Club Nova is an organization that utilizes transitional (mentally challenged) workers. The workers have been contracted to do mail fulfillment of the 12,000 copies of the “Wonderful, Whimsical Winter” brochures to be distributed beginning the last week in October. With the “Wonderful, Whimsical Winter” having been discussed earlier, Mr. Blake had no additional information on the promotion. Mr. Blake reported that the Familiarization Tour conducted September 26th by Ms. Linda Ekeland, Director of Sales, was successful and resulted in positive feedback from the participants. The group tour notebook and other materials used in the Fam Tour were displayed for review by Board Members. Mr. Blake shared with Board Members that Ms. Ekeland was working with the Orange County Human Rights and Relations Commission, which hoped to host a nine state conference in Chapel Hill in April of 2001. Mr. Blake extended an invitation to Board Members to attend the Chapel Hill Sheraton Hotel’s open house today from 8 a.m. to 7 p.m. The formal reception was to be at 5 p.m. OLD BUSINESS Mr. Strunk, Marketing Committee Chair, asked for a volunteer to assist the committee with preparation of a request for proposal for a marketing agency to represent the Visitors Bureau beginning in July 2001, once the current contract expires. Board Members were advised to contact Mr. Strunk or Mr. Blake to express their willingness to serve on the committee. It was announced that a draft copy of the document would be completed by the December meeting for review by Board Members. NEW BUSINESS Mr. Woods announced that the Rizzo Center has a Chapel Hill address but is located in Durham County and all occupancy tax collected would go to Durham. Ms. Cathleen Turner, Director for the Alliance for Historic Hillsborough, shared updates concerning the Alliance and the Dickson House. Ms. Turner mentioned the changes of office space at the Dickson House, updating the walking tour, architectural brochure of historical homes in Hillsborough, the expanded hours and addition of Burnside to the Candlelight Tour December 3rd, the Spring Garden Tour May 18th, and the streetscape plan for Hillsborough. Ms. Turner also stated that the meals tax, which supported the Alliance, was up 8%. ADJOURNMENT Wit h all business of the Board being completed, Mr. Woods asked for a motion to adjourn the meeting. A motion made by Mr. Carey, seconded by Mr. Pavao. With all Board Members in agreement the meeting was adjourned at 9:00 A.M. ________________________________ _________________________________ Minutes Drafted by: Minutes Accepted by: Joseph Blake, Executive Director Creston Woods, Chairman ________________________________ _________________________________ Date Date