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HomeMy Public PortalAbout10-03-2016 Mintues Tourism Board Regular MeetingPage 1 of 4 TOURISM BOARD October 3, 2016 Town Barn 6:30pm MINUTES Present: Chair Erik Myers, Vice Chair Mary Catherine McKee, Sean Garrett, Kate Carroll, Kathleen Ferguson, Carolyn Twesten, Kim Tesoro, Matt Hughes Staff: Shannan Campbell (Town of Hillsborough) I. Call Meeting to Order Vice Chair McKee called the meeting to order at 6:32 p.m. II. Agenda Adoption Motion: Member Tesoro moved to adopt the agenda as it stands. Second: Member Myers seconded. Vote: Unanimous III. Consideration of Minutes of September 6, 2016, Regular Meeting Motion: Member Ferguson moved to approve the minutes as presented. Second: Member McKee seconded. Vote: Unanimous IV. General Public Comment There were none. V. Monthly Reports a. Alliance Director’s Report Ms. Campbell indicated that Sarah DeGennaro was absent and asked for any questions on the report. Member Ferguson asked why the number of August visitors was down compared with previous years. Ms. Campbell guessed that an event happened in the past that did not happen this year. She said that she would pose the question to Sarah DeGennaro and follow-up. She summarized the report including that the Fourth of July event and Negro Baseball League event were well attended. An ad was run in the Indy Beer Guide highlighting Hillsborough food and beverage. Member Ferguson suggested tying the Farm Fare in to the ad next year. It was noted that the Visitor’s Center is participating in the Art Walk. Page 2 of 4 b. Visitor’s Center Communications Report Ms. Campbell reported that general promotions on Facebook are proving to be a low cost, high return option as they are reaching many people. There’s been a lot of movement on the Handmade Parade Facebook ads. Ms. Campbell added that the Visitors Center is using SnapChat, a photo sharing social media app, and that they are working on trying to get an additional Hillsborough filter for that app. Ms. Campbell reported that Hog Day and Hillsborough Half Marathon/5K had good turnouts. Several members reported that the Sunday afternoon following the Half Martahon was quiet downtown perhaps because the race was so early and ended before businesses opened up. There was some discussion on lost opportunity with the event on Sunday as well as the fact that visitors may decide to return on another day after being enticed to see the town for an outdoor recreation event. c. Chapel Hill/Orange County Visitor’s Bureau Update Ms. Campbell reported that the Bureau met on Sept. 21 in Hillsborough at the Public Library. She said that she was grateful to member Libbie Hough who helped to make that happen. She said that the room that the library has to rent is very spacious and nice. She indicated that Mayor Tom attended the meeting and gave an introduction and overview on the Town and Hillsborough tourism. d. Tourism Development Authority Update Ms. Campbell reported that the TDA met on Sept. 21 also. She said that member Anjan Desai has resigned. The TDA is seeking candidates who remit the occupancy tax so these can be owners, operators, or employees of any lodging option in Town. The TDA allocated the $2,500 matching funds for the logo project. Additionally, the TDA voted to allocate up to $15,000 for the guide map and visitor’s guide. That larger expenditure has to go the Town Board for approval. VI. New Business Items a. Quarterly Reports- Contracted Organizations: Hillsborough Arts Council- Last Fridays The board reviewed a PowerPoint report by Neil Stutzer, Chairman of the Hillsborough Arts Council. Commissioner Ferguson said the bands were better than ever this year. There were no weather cancellations. The new map helped with vendor set-ups. About 500 people come into the gallery each month during Last Fridays. HAC is using the sound equipment that belongs to the sound person they’ve hired, as well as lighting. Mr. Stutzer said there were efforts underway to connect different parts of town by possibly trying to have music in various locations. It was noted that Page 3 of 4 the drum circle is appreciated as part of Last Fridays because it draws youth and lets you know something’s happening downtown. There was acknowledgment that checks from the Tourism Board were not issued until late August but going forward they will be on time. He would feel the report was more complete if they’d had a week or two to close out the books, Mr. Stutzer said. The Council has been talking with businesses and is asking them to start keeping track of numbers of visitors during Last Fridays. There was a conversation about the cost and quality of the bands. Burwell School Operations/Visitor Services Kate Faherty, director of the historic site, addressed the board. She explained that some of the financials haven’t closed out, so the written report would follow at the end of the week. She presented a summary. She reviewed that they’ve had about 680 visitors in the first quarter. A lot of school groups visitors. She highlighted some of the special groups who visited. She reviewed the ongoing work of maintaining the buildings and grounds. Ms. Faherty reviewed how events are marketed. She also shared that the Burwell School keeps a database about the Burwell family and the girls who attended the school. It is updated when descendants provide additional information. The Burwell School has reached out to Orange High School to gain volunteers, in addition to recruiting volunteers of all ages. She reviewed the play on Oct. 29, authors are coming, reunion of the good old girls (gala event and major fundraiser). She reviewed activities to come including enhancing the Elizabeth Keckley exhibit for the 200th anniversary of her birth in 2018. Before that, the Burwell School plans to: add lighting, restore and repair 64 shutters, and paint the exterior. The Burwell School is also continuously working to increase visits from school groups. Orange County Museum Operations/Visitor Services Ms. Campbell shared that Candace Midgett was unable to attend the meeting due to illness. Ms. Campbell reviewed that the museum has been closed since July 8 with some building issues but with hopes of reopening in October. They’ve been extremely resourceful in finding other locations in order to continue their programming. Questions were asked regarding Constitution Day, with members wondering whether it was good or bad that it was simultaneous with Hog Day. Chair Myers suggested moving the quarterly reports a month later since all of the organizations expressed frustration with having to report on top of the close of the quarter. Ms. Campbell said it may suffice for her to send email reminders 3 weeks ahead of time. Page 4 of 4 Mr. Stutzer said the extra month would be helpful. Ms. Campbell was reserved about changing the month because it’s written in the contract. Vice Chair McKee said she liked hearing about the events while they were still fresh. b. Board Vacancy – Restaurant Seat Ms. Campbell indicated that the board was still seeking applicants and to get the word out. VII. Old Business Items a. Tourism Plan Kick-off: Proposed Meeting Dates Ms. Campbell said the stakeholders list includes 60 or 70 people. She is considering formats such as a brainstorming exercise and a group exercise involving a mini- SWOT analysis to get people thinking and talking about Tourism. She indicated that she was planning for 6:30 to 8:30 on October 26 or 27. Several board members said November 3 would be better. Ms. Campbell said that she would try to get a meeting room with at least a 60 person capacity for the evening of November 3. She said she would send out the meeting invitation and draft agenda. VIII. Staff/Board Comments and Discussion Items Member Ferguson shared that she had attended the recent intergovernmental trip to Boulder, Colorado. She shared all the brochures she had picked up and commented on how much information was available there. Members discussed highlights of Hog Day noting that it seemed to be a very good event. IX. Adjourn Motion: Chair Myers moved to adjourn at 7:50 p.m. Second: Member Tesoro seconded. Vote: Unanimous.