HomeMy Public PortalAbout04-04-2016 Minutes Tourism Board Regular MeetingPage 1 of 5
TOURISM BOARD
April 4, 2016
Town Barn
6:30pm
MINUTES
Present: Libbie Hough, Sean Garrett, Kathleen Ferguson, Vice Chair Mary Catherine
McKee, Carolyn Twesten, Kim Tesoro, Steven Burke
Staff: Margaret Hauth (Town of Hillsborough), Sarah DeGennaro (Alliance for Historic
Hillsborough)
I. Call Meeting to Order
Vice Chair McKee called the meeting to order at 6:29 p.m.
II. Agenda Adoption
III. Consideration of revised minutes of February 1, 2016 Regular Meeting
Motion: Member Hough moved to table the minutes until corrections could be addressed.
Second: Vice Chair McKee seconded.
Vote: Unanimous
Corrections: Incomplete thoughts/sentences pointed out by Member Burke and noted by Ms.
Hauth. Member Ferguson also pointed out corrections referencing “farm fare.”
Consideration of revised minutes of February 23, 2016, Work Session Meeting
Motion: Member Burke moved to approve the revised February 23, 2016, minutes.
Second: Member Hough seconded.
Vote: Unanimous
Consideration of draft minutes of March 7, 2016 Regular Meeting
Motion: Member Tesoro moved approval of the minutes from the March 7, 2016, meeting
with a correction.
Second: Member Hough seconded.
Vote: Unanimous
Correction: Member Tesoro corrected the time when she left the meeting.
IV. General Public Comment
There was no comment.
V. Monthly Reports
a. Alliance Director’s Report and Visitors Center Communications Report
b. Visitors Center Communications Report
Page 2 of 5
c. Chapel Hill/Orange County Visitors Bureau Update
Sarah DeGennaro reported that the Visitors Center had welcomed 480 visitors as of
March 28. That’s very good for March. Tours are now offered on the second and fourth
Saturdays of the month instead of just the second. The Visitors Center is now also
offering two weekday tours. The number of history fun day programs have also
increased. In the past, they’ve hosted four per year. This March there were two. And
there are three scheduled for April. For the July Fourth Event, there will be live music,
food trucks, games, and a reading of Declaration of Independence. And on July 1 and 2,
there will be an exhibit (a pop-up museum) on the Negro League Baseball Program. This
will be in conjunction with Renee Price and the Free Spirit Freedom Program. There
could potentially be a baseball game played. Location is likely to be the Whitted
Building.
For advertising, there are ads that will run in the Chapel Hill Magazine and Durham
Magazine. There is a new folk art show at the Visitors Center.
Probably the most exciting news is that Orange County was awarded the contract to host
the North American Travel Journalists Conference, she reported.
Regarding House Bill 2, the Alliance will be issuing a statement supporting the town’s
statement that was made and will be referencing it on the website.
Member Burke complimented the “in with the bloom” ad. Member Tesoro complimented
the “run” ad that was not included in the agenda packets. The Chamber is supporting the
concept of a “quick run over to Hillsborough” for shopping, etc.
Ms. DeGennaro reported that Bona Fide has opened, there will be a half-marathon on
October 2nd with more than 5,000 visitors expected, and the headquarters of Redeye is
moving here. On April 9, there is a coordinated event with Bennett Place.
VI. New Business Items
a. 2015 Grant Project Funding/Report Extension to 12/30/2016
- Hillsborough Arts Council- Program Director ($15,000)
- Pleasant Meadows Philanthropy- River Park Concert ($5,080)
Ms. Hauth referred to email in the packet. The town has sent both of these
organizations the funds but they are asking for an extension as a formality
because they haven’t spent all the funds yet.
Motion: Member Hough moved to approve the extensions.
Second: Member Tesoro seconded.
Vote: Unanimous
b. Review/Approve RFP’s to organizations
- Overview of ‘What is an RFP?’
- Review/Comment on draft RFP documents and requirements
Page 3 of 5
Ms. Hauth referred to three RFPs in the packet, one each for the Arts
Council for Last Fridays, Burwell School, and the Orange County
Historical Museum and asked whether the board was ready to send them
out.
Member Hough said there had been a question about monthly versus
quarterly reports and she suggested starting with quarterly reports. There
was consensus to ask for quarterly reports.
Member Burke said for clarity he thinks it should be specified that it’s an
RFP for one year. He also thought there should be a statement that
acceptance of this contract does not preclude the organization for applying
for a separate grant. Also, under each there is a list of things that are
expected to be done and there should be a final bullet addressing
modifications. Language was drafted for this: “changes to the scope can be
added upon discussion by both parties.” Finally, Member Burke suggested
a standard format for criteria. There was agreement to use the criteria
templates from the grant packets.
There was discussion about the deadline for these. May 20 would give staff
two weeks to work on this.
Motion: Member Ferguson moved to approve a deadline for the RFPs for May 20.
Second: Member Hough seconded.
Vote: Unanimous
Member Tesoro asked how to navigate potential conflicts. For instance, she
may help write a grant application. What’s the approach for that conflict of
interest? The board discussed this and agreed when a member of this board
is a board member of the applicant, staff of the applicant, or writer of the
application, the board member will recuse himself or herself. That person
will then not vote for or against the application. There was agreement for
members of this board to offer information about the extent of their
involvement with an applicant.
c. Funding Re-Structuring Communication Plan (Staff)
- Grant Cycle Opening/Closing Date Notifications
o Press Release (Town)
o Town Website Homepage
o Visit Hillsborough NC Website Homepage
o Town Email Blast
o Town Social Media/ Repost Visit Hillsborough Social Media
o Email Blasts to Organizations
o Other ideas?
Page 4 of 5
- RFP release and return deadline notification
- Coming Soon: Funding types brochure and handout development
Ms. Hauth reported she is receiving a fair number of inquiries in Ms.
Campbell’s absence. Board members requested that Ms. Hauth send an
email to previous applicants so that they are aware the process is open.
Board members expect next year the RFP and grant applications will go out
at the same time.
Neil Stutzer, chairman of the Hillsborough Arts Council, was permitted to
speak. The Arts Council can’t get a band for July Last Fridays because
funds from this board aren’t guaranteed yet. He shared that he needs to
book bands further in advance now that the economy is doing better. The
Arts Council has long-term plans to fundraise.
d. Tourism logo/purpose presentation
- Review and comment on draft logo designs
- Finalize it down to ONE favorite concept
- Comment on any suggestions/changes to finalized ONE favorite concept
Board members discussed the options and decided they liked the “visit” and
“NC” on concept 8 but also like Concept 9 is without the icons and with the
addition of the word “visit” and a tagline with words like “happening,
authentic, (and perhaps a third, surprising word).”
VII. Old Business Items
a. Alliance- Visitor Services/Visitor Center FY 2017 Budget Presentation for Visitor
Services Vendor Contract- 2nd Draft
- Questions or discussion
Ms. DeGennaro explained that she had revised the budget per discussion at
a previous Tourism Board meeting, adjusting the expected revenue down
by $5,000. She then adjusted the expenses in administration and operations
to account for that.
Member Hough asked if she is remembering correctly that the Dickson
House is in Orange County’s Capital Improvement Plan. Ms. DeGennaro
answered that it is.
Member Ferguson asked a clarifying question and Member Hough
explained there is no funding separate from the CIP from the county for the
Dickson House.
Page 5 of 5
There was brief discussion that if more revenue comes in, the Alliance gets
a previously decided percentage and spends it as it decides and reports back
to the Tourism Board how it is spent.
Motion: Member Ferguson moved to approve the revised budget.
Second: Member Burke seconded.
Vote: Unanimous
b. Tourism Board Stance on Colonial Inn- formal statement
“The Tourism Board is ever mindful of the important historical and cultural
value of the Colonial Inn and supports the Town’s forward motion of the
project and positive work in its restoration and in bringing it back into use”
This was already handled at a previous meeting.
VIII. Staff/Board Comments and Discussion Items
IX. Adjourn
Motion: Vice Chairman McKee moved to adjourn at 7:55 p.m.
Second: Member Ferguson seconded.
Vote: Unanimous