HomeMy Public PortalAbout07-10-2017 Minutes Tourism Board Regular MeetingPage 1 of 5
Minutes
Tourism Board
6:15 p.m. July 10, 2017
Town Barn, 101 E. Orange St.
Present: Chairwoman Mary Catherine McKee, Commissioner Kathleen Ferguson, Libbie Hough,
Matt Hughes, and Kim Tesoro
Absent: Mark Bateman, Tommy Stann, Erik Myers, and Kate Carroll
Staff: Economic Development Planner Shannan Campbell
Guests: Alliance for Historic Hillsborough Executive Director Sarah DeGennaro, Tinka Jordy and
Neil Stutzer
Item 1: Call meeting to order
Chairwoman McKee called the meeting to order at 6:25 p.m.
Item 2: Consideration of changes or adjustments to the agenda
Ms. Campbell added an item under Monthly Reports, which would be a separate report from Alliance
for Historic Hillsborough Program Director Michael Verville regarding the Visitors Center. She also
informed the board that the graphic designer who was to provide the finalized logo had an emergency
and Ms. Campbell did not have the finalized logo files as a result. She suggested the board review the
logo in August.
Motion: Commissioner Ferguson moved to approve the agenda as amended.
Second: Ms. Hough seconded.
Vote: Unanimous
Item 3: Consideration of minutes from June 5, 2017, meeting
Motion: Ms. Hough moved approval of the minutes.
Second: Commissioner Ferguson seconded.
Vote: Unanimous
Changes: None
Item 4: General comment
There were no comments.
Item 5: Monthly reports
a. Alliance for Historic Hillsborough Director’s Report:
Ms. DeGennaro reported that May was a good month. The numbers were about 750 to 800
visitors. The numbers are only numbers for the Visitors Center and persons that come in and do
not reflect numbers for events — in this case, the Hillsborough Garden Club’s Spring Garden
Tour.
The lease for the Dickson House is being reviewed by attorneys and will go before the Orange
Page 2 of 5
County Board of Commissioners, the owner of the building, in the fall.
May was Historic Preservation Month, so the alliance hosted “Preservation Conversations”
every Tuesday at lunchtime at a different historic site. Ms. DeGennaro reported the discussions
were very thoughtful and interested and included thoughts on preservation’s role in tourism.
On May 8, Ms. DeGennaro attended a workshop at Charlotte Hawkins Brown Museum, which is
designated a state historic site. The topic was about interpreting difficult history. She said the
topic was useful regarding figuring out how to interpret the Occoneechee Village replica once it
is complete.
Ms. DeGennaro also mentioned the Hillsborough tours that were part of the conference of the
North American Travel Journalists Association but acknowledged the tours were part of last
month’s report.
b. Visitors Center Communications Report:
Ms. Campbell reported that the Spring Garden Tour attracted a lot of people and received a lot
of positive feedback. She acknowledged the Alliance and Garden Club had worked on the tour
together.
She reviewed two very positive Facebook posts, including one about the Mountains‐to‐Sea Trail
and one about a local taco truck that was written about in The News of Orange. She shared that
two new taco trucks have started doing business regularly in Hillsborough and that the Mexican
restaurant near the Citgo on U.S. 70 is changing ownership.
She reported that she and Ms. DeGennaro had agreed to not count people who come to the
Visitors Center who aren’t there to receive information but rather for events on the property.
She said that they are looking at how many people are actually utilizing the resource and how
they can improve those numbers despite the access to technology and the interactive website.
c. Alliance/Visitors Center Program Report:
Ms. DeGennaro reported that the old town history tours are very popular.
She reported there was an increase in volunteer hours by 113 hours from this May to last May.
Also, volunteers have been researching the history of some properties for a fall event as well as
researching the history of the free masons. Volunteers are being trained to lead cemetery tours.
d. Chapel Hill/Orange County Visitors Bureau Report:
Ms. Campbell reported that another hotel is being considered in Chapel Hill that would target
the SMERF market (social, military, education, religious, fraternal). Representatives from the
Piedmont Food and Agriculture Processing Center on Valley Forge Road spoke at the Visitors
Bureau meeting as well about what they do and the space that they have available.
Also, the Visitors Bureau has a subcommittee deciding what to do with the Visitors Center
building in Chapel Hill.
e. Tourism Board Staff and Food and Beverage Tax Revenues Report
Ms. Campbell reported that the tax revenue from March was up 30 percent. If the tax revenue
Page 3 of 5
continues on this trajectory, the board could have revenues of $24,000 more than expected.
Also, Ms. Campbell has been collaborating with the Visitors Centers to expand the location of
maps and visitor materials. Mystery Brewing is allowing her to display maps of the town. And
Ayr Mount Historic Site controllers have given permission to put an outdoor box on their signs
with maps. She will ask park rangers whether she can do the same at Occoneechee Mountain
State Natural Area.
Ms. Hough suggested bringing some to the library.
Item 6: New business items
a. Hillsborough Arts Council: Handmade parade funding discussion
Ms. Campbell reviewed the parade would take place in October 2018. She explained that the
Arts Council has been informed that there is not any funding available for FY18 and that this
money would be allocated in July 2018/FY19. She said that the Arts Council just wanted to start
the conversation. She provided a list of options for this board. The board took a few minutes to
read the materials.
During the time set aside for reading the materials, it was acknowledged that at the conclusion
of the fiscal year, the Visitors Center will transfer to the Tourism Board any tax revenue paid to
the Visitors Center that is beyond what was budgeted. Chairwoman McKee would like that
money to go into savings. Also, it was determined that the Tourism Board has one contract with
the Hillsborough Arts Council, which is for Last Fridays events in the amount of $12,935. Grants
awarded to the council for Fiscal Year 2018 include $5,000 for a River Park concert and $1,474
for Art Walk events.
Ms. Tesoro said that last year the Arts Council received $4,850 from the Tourism Board to do the
Handmade Parade and now is requesting nearly $15,000. She’d like to hear who else helps fund
this or if the Tourism Board is expected to pay for it alone.
Hillsborough Arts Council Chairman Neil Stutzer said the Council planned to hire a project
coordinator for $4,325 because it’s too much for one volunteer person to organize the
Handmade Parade and events leading up to it. Tinka Jordy can’t do it again, he said. Mr. Stutzer
said the amount was presumed by figuring that it takes 173 hours to put the parade together; at
$25 an hour, it comes out to that amount. The hired person can decide to subcontract an
assistant with that money as well. The price of $25 an hour came from looking at typical project
coordinator pay for similar projects, he said. The council’s regular project coordinator cannot
take this on without other projects suffering.
Ms. Jordy said she would like to help coordinate the parade again while finishing her manual on
organizing the parade and training a project coordinator to do it from start to finish, starting
with establishing the workshops. The work generally starts the April before the event with
letting teachers know that the parade will be coming up in October.
Ms. Campbell said the Tourism Board’s fiscal year turns over in the middle of this time between
April and October, in July. That would have to be figured out as money can’t be allocated over
fiscal years easily.
Page 4 of 5
Mr. Stutzer said storage space and the cost of the space is a consideration as well. Mr. Stutzer
said $2,000 over the year would be a good price. Ideally the storage space would be an air‐
conditioned space in which workshops could be offered. Also, the parade’s puppets could be
rented out in off times to help off‐set costs.
It was explained that performers include drummers and stilt walkers who are not volunteering.
There was discussion that there is no entry fee for the parade. Mr. Stutzer said it would cut
down diversity and participation from schools. There is a charge for workshops. When asked
about renting out puppets to generate revenue, Ms. Jordy said she has had requests to rent the
puppets but she could not take on handling rentals with everything else going on.
Chairwoman McKee asked if they already have someone in mind for the project coordinator.
Mr. Stutzer said he’s asked Ms. Jordy to organize the parade and finish the manual and then put
it out to bid next time for the 2020 parade.
Other contracted services included a photographer/videographer and portable toilets. Payment
for security could come up in the future, Mr. Stutzer said.
Ms. Hough said this is a lot of information and she is inclined to table the discussion for the
August meeting. Board members acknowledged this would be another recurring, contract type
event.
Commissioner Ferguson said this is a signature event.
Mr. Stutzer said he will ask the county and the Orange County Arts Commission for money and
sponsorships as well. He explained that the commission is more inclined to fund a project if
artists are paid, which is why the allotment for paying artists is larger. It was suggested to detail
exactly what this board is being asked to pay. It was suggested to also supply a worst‐case
scenario in which all of the funding is requested of the Tourism Board.
Mr. Stutzer said he will ask the arts commission for $2,000 and he has ideas for sponsorship.
Motion: Ms. Hough moved to table to the next meeting for further discussion.
Second: Ms. Tesoro seconded.
Vote: Unanimous
b. Discussion of grant scoring guidelines and improvements
Ms. Campbell said that she would like some more time to work on updating grant scoring but
that the Tourism Plan really needed to get out in front of that item by at least a month or two.
She said that if she had something ready by next month she would bring it forward, but that it
may need to wait until September, even.
Chairwoman McKee said she would like new scoring figured out before grants open for FY19.
Motion: Mr. Hughes moved to table for further development.
Second: Ms. Tesoro seconded.
Vote: Unanimous
Page 5 of 5
Item 7: Old business items
a. Tourism Plan strategies discussion (continued)
Ms. Campbell said she would especially appreciate feedback regarding the partner organizations
because she doesn’t want to inadvertently understate the importance of any of them.
Ms. Hough said she thought there were opportunities to strengthen the comments this board is
making with contract organizations and differentiate what they are offering a little bit better.
She wants to make sure this board is honoring the work that’s being done.
Ms. Campbell said because it is the Tourism Board’s plan, the Tourism Development Authority is
treated like it doesn’t exist. It was suggested that it be treated like a partner.
Board members offered wording suggestions, and Ms. Campbell took note.
Ms. Campbell asked Board members to provide any additional comments via email or to mark
up the word document with track changes.
Item 8: Staff/board comments and discussion items
Ms. Campbell reported that Mr. Hughes had sent her suggestions for the Tourism Board section
of the website, including adding the grant application with a “draft” watermark with “do not fill
in” on every page because the application changes yearly. He also suggested an application or
language about what is expected when special partnerships are proposed. Currently, anyone
with a special partnership idea sends an email to Ms. Campbell; there is not an application. Also,
there was agreement to list the grants funded and dollar amounts on the website.
When asked, Commissioner Ferguson explained that the Town does not give out money
generally but does provide sponsorship for events if the event ties in with the town’s strategy
map. There was discussion that the Board of Commissioners sponsored the Hillsborough Arts
Council in the last fiscal year. It was acknowledged that the information is not posted on the
website.
Ms. Hough said the public perception is that there is a process but there is no information about
it.
Commissioner Ferguson said that she would talk with the town’s public information office about
getting the information on the website as well.
Ms. Campbell said the town board calls it ‘community reinvestment funding’ and gives some
money to a few various organizations in a very similar process as the Tourism Board’s Special
Project and Partnership Funding.
Ms. Campbell said that she would work to get those items up on the Tourism Board’s page for
transparency.
Item 9: Adjourn
Chairwoman McKee adjourned the meeting at 7:56 p.m.