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HomeMy Public PortalAbout01-29-2018 Minutes TDA Regular Meeting Page 1 of 2 Tourism Development Authority 6:15 p.m. Jan. 29, 2018 Town Barn, 101 E. Orange St. Present: Chair Mary Catherine McKee and Kathleen Ferguson Staff: Economic Development Planner Shannan Campbell Item 1: Call meeting to order Chair Mary Catherine McKee called the meeting to order at 6:22 p.m. Item 2: Consideration of changes or adjustments to the agenda Kathleen Ferguson moved to amend the agenda to include a demonstration of the software the Tourism Board had prepared to share. Motion: Ferguson moved to approve the agenda as amended. McKee seconded. Vote: Unanimous Item 3: Consideration of minutes from July 25, 2017, meeting Motion: Ferguson moved approval of the minutes. McKee seconded. Vote: Unanimous Item 4: Reports a. Occupancy tax revenue report — Economic Development Planner Shannan Campbell reviewed the chart in the agenda packet that gave month-by-month comparisons for Fiscal Year 2018 with that of the previous fiscal year. It was noted that revenue was low in the first 2 quarters of FY2018 compared with the same months in FY2017. Campbell said she was working on figuring out why. She explained that it could have had something to do with hurricane season, but also that she was surprised because there were 2-3 overnight stay generating events. b. Impact of Airbnb — The board of the Chapel Hill/Orange County Visitors Bureau has contracted with a company called AirDNA that prepares reports on the local impact of Airbnb. AirDNA only looks at Airbnb and not HomeAway, VRBO or any other short-stay rental home rental company. Item 5: New business items a. Adopt financial policies resolution — Campbell explained the auditors want the Tourism Development Authority to formally adopt the financial policies and procedures of the Town of Hillsborough. She indicated that the board is already subject to the the Local Government Budget and Fiscal Control Act. § 159-7 but does not adhere to all of the specific policies adopted by the Town. She said that this resolution would align the two further. Motion: Ferguson moved to approve as presented. McKee seconded. Vote: Unanimous Page 2 of 2 b. Membership renewals — Campbell asked McKee if she would like her membership on the authority to be renewed. McKee expressed a willingness to continue to serve. c. Proposal from Tourism Board to purchase and share web-based platform — Campbell shared that Submittable was the most cost-effective, online grant-funding software that she found and that it most closely aligned with the needs of the Tourism Board and Tourism Development Authority. The software would enable applicants to submit applications for Tourism Board grants or special projects/partnership requests to the Tourism Development Authority, and it would allow members of both boards to access online applications. Campbell demonstrated the software for McKee and Ferguson. Submittable would cost $1,692 annually. The Tourism Board had approved the entire amount but is asking that the Tourism Development Authority consider sharing the software and paying 10/20/ or 30 percent of the cost, based on what they anticipate their usage will be. The Tourism Development Authority decided to pay 10 percent of the cost ($169.20) for sharing the software because 10 percent better reflects the portion of the software the authority would use. Motion: Ferguson moved to approve spending 10 percent. McKee seconded. Vote: Unanimous d. Chair nominations Motion: McKee nominated herself to continue to serve as chair. Ferguson seconded. Vote: Unanimous Item 6: Old business items a. Hillsborough visitor and relocation guide and map update — Campbell shared the draft guide and map. Ferguson spoke in favor of all parts of town being better represented. b. Training budget — Campbell reviewed that last year the authority budgeted $600 in training and conferences. She said McKee and Ferguson could use that budget item to go to the conference hosted by the Friends of the Mountains-to-Sea Trail in Elkin or to attend the Visit North Carolina 365 Conference in Winston-Salem. McKee and Ferguson said they would look at their calendars. Item 7: Staff/board comments There was none. Item 8: Adjourn McKee adjourned the meeting at 6:57 p.m.