HomeMy Public PortalAbout05-04-2020 Minutes Tourism Board Regular Meeting
Hillsborough Economic Development Planner Shannan Campbell
101 E. Orange St., PO Box 429, Hillsborough, NC 27278
919-296-9477 | shannan.campbell@hillsboroughnc.gov
www.hillsboroughnc.gov | @HillsboroughGov
www.visithillsboroughnc.com | @HillsboroughNC
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Minutes
Hillsborough Tourism Board (Remote)
5:30 p.m. May 4, 2020
Town of Hillsborough YouTube channel
Present: Chair Matt Hughes, Member Kim Tesoro, Mark Bateman, Barney Caton, Barry Hupp, Billy Maupin,
Tommy Stann and Cathleen Turner
Staff: Economic Development Planner Shannan Campbell
Guests: Sarah Parris
1. Call to order
Chair Matt Hughes called the meeting to order at 5:33 p.m. and noted there was a quorum, with every
member present.
2. Agenda changes and approval
There were no changes.
Motion: Member Mark Bateman moved to approve the agenda as presented. Member Tommy Stann
seconded.
Vote: Unanimous
3. Minutes review and approval
There were no minutes to approve. March minutes were not ready and the April meeting was cancelled.
4. Presentations and action items
A. Fiscal Year 2020 annual audit contract
Economic Development Planner Shannan Campbell informed the board that the Board of Commissioners had
chosen a different auditing firm from the one used in recent years. She explained that it is common practice
and considered wise to occasionally switch firms and that the Tourism Board pays for the audit of the
prepared foods and beverage tax fund.
Motion: Member Kim Tesoro moved to approve the audit contract. Member Cathleen Turner seconded.
Vote: Unanimous
B. Fiscal Year 2020 budget and revenue projections
1. Consideration of remaining fiscal year obligations
Campbell said she receives revenue information about two months in arrears, so she did not yet know what
March revenue was. She explained that she lowered expected revenue projections for upcoming months
considerably.
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Campbell reviewed proposed cuts to the current budget, including travel and training, tourism plan
implementation, kiosk signs at the Visitors Center and the Calvin Street entrance to the Riverwalk greenway,
and funds unassigned in the special projects and partnerships line of the budget. She indicated that
everything unspent needed to be down to zero since it was possible that expenditures would exceed revenues
and fund balance would be needed to cover it.
Motion: Turner moved to approve the budget adjustments for FY20. Stann seconded.
Vote: Unanimous
5. Discussion items
A. Updated draft Fiscal Year 2021 budget
1. Use of fund balance
Campbell said she lowered the expected revenue projection by 20%. The board asked a few general budget
questions. Campbell said the board would need to hold a public hearing before approving the budget.
Hughes noted that the projects for fiscal years 2022 and 2023 projections were now uncertain due to the
COVID-19 pandemic. Campbell indicated that those projection columns would likely be removed since we will
be unable to accurately do projections.
2. Funding grants and standing contracts for FY21
Campbell said the board had planned to spend $20,000 on grants. She added that contract partners were
asking for amounts of money similar to amounts given by the Tourism Board in the current fiscal year. She
said the top-scoring grant was the Art on the Hill event and it is uncertain whether that event can go forward.
She said she may have more information in June but wants the board to keep these items in mind.
The board acknowledged that some money given by the Tourism Board for Last Fridays would likely not be
needed by the Hillsborough Arts Council, such as money that would have been used to pay performers. The
board acknowledged that the Arts Council and other contract partners may still have staff and overhead
expenses during the COVID-19 restrictions. The board wanted more information regarding which contract
partners may have received Payment Protection Program funds or may have furloughed employees.
The board decided to not yet make decisions regarding dispensing grant funds. Staff was directed to reach out
to the grant applicants to determine if they were still planning on moving forward with their grant projects or
not.
Turner advocated for being ready to revive the robust tourism program with continued advertising during this
time when many places are closed.
3. Funding Holiday Parade and Home Tour for FY21 (draft scope of work)
The board acknowledged the 2020 Holiday Parade and Home Tour may not happen in December 2020 due to
COVID-19. There was discussion of possibly earmarking the money in the budget in case both could take
place. Tesoro and Campbell still needed to get together and work on the scope of work and the budget but
had been focused solely on COVID-19 since mid-March.
6. Monthly reports and comments
A. Alliance for Historic Hillsborough Director and Alliance Programs reports; Visitors Center Communications
Report; Tourism Staff Report and Orange County Visitors Bureau Updates
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Campbell said she and Sarah Parris, executive director of the Alliance for Historic Hillsborough, are working on
advertising what people can do in Hillsborough while practicing social distancing. She hopes they will have a
marketing plan and a campaign together shortly.
Parris said Cole Stanley has been hired as a part-time communications coordinator for the Visitors Center.
Stanley is developing a social media strategy and has been working on the WRAL Spotlight campaign the
Visitors Center purchased pre COVID-19.
B. Tourism Board and staff comments and updates
Board members shared how their businesses are faring during the pandemic. Tesoro shared that the
Hillsborough/Orange County Chamber of Commerce was working on a bingo card to incentivize customers to
buy takeout from several restaurants, but that this was one of many ideas out there.
Turner talked about encouraging people to buy gift certificates.
7. Adjournment
Motion: Tesoro moved to adjourn the meeting at 6:45 p.m. Caton seconded.
Vote: Unanimous