HomeMy Public PortalAbout08-07-2022 Minutes Tourism Board Regular Meeting101 E. Orange St., PO Box 429, Hillsborough, NC 27278
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Minutes
TOURISM BOARD
Regular meeting
5:30 p.m. August 7, 2023
Board Meeting Room of Town Hall Annex, 105 E. Corbin St.
Present: Chair Matt Hughes, Barney Caton, Barry Hupp,
Victoria Pace, Eryk Pruitt and Scott Czechlewski
Absent: Rainbow Cabbage, Megan Kimball, Smita Patel
Staff: Planning and Economic Development Manager
Shannan Campbell
1.Call to order
Chair and Commissioner Matt Hughes called the meeting to order at 5:32 p.m. Planning and Economic
Development Manager Shannan Campbell confirmed the presence of a quorum.
2.Agenda changes and approval
Motion: Member Barry Hupp moved to make no changes to the agenda. Member Barney Caton
seconded.
Vote: Ayes: 6-0.
3.Minutes review and approval
Minutes from the regular meeting on April 17, 2023, and the budget public hearing on June 12, 2023.
Motion: Member Scott Czechlewski moved to approve both sets of minutes as presented. Member Eryk
Pruitt seconded.
Vote: Ayes: 6-0.
4.Presentations
A.Contract partner quarterly reports
1.Alliance for Historic Hillsborough (Visitors Center)
Amanda Boyd, executive director of the Alliance for Historic Hillsborough, summarized the activities that took
place at the Visitors Center in the third and fourth quarter of FY22. The presentation and report were included
in the agenda packet.
2.Hillsborough Arts Council Events/Visitor Services
Kera Yonker, Interim Leader of the council, shared highlights of council activities in the third and fourth
quarter, which were also available in the agenda packet as a presentation.
3.Burwell School Visitor Services
Sharon Ringwalt, chair of the Historic Hillsborough Commission, introduced the school’s new site coordinator,
Emma Vadney, who will concentrate on marketing and fundraising for the school. Ringwalt summarized the
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school activities in the third and fourth quarter, which were also available in the agenda packet as a
presentation.
4. Orange County Historical Museum
Catie Atkinson, site manager of the museum, summarized activities in the third and fourth quarters, which
were also available in the agenda packet as a presentation. She noted the numbers of visitors are up, thanks
in part to the museum expanding its hours to seven days a week.
5. Discussion/Action items
A. Special Project/Partnership Request: Orange County Historical Museum conference “Collecto Con”
Courtney Smith, Exhibits and Program Coordinator at the Orange County Historical Museum,
explained that museum staff were organizing a mini conference as a follow up to the successful program on
treasure hunters earlier this year. The conference will include a fashion show, nighttime treasure hunt, and
talks by individual collectors. She said the conference is already funded, but the museum is seeking extra
money to promote the event. Indy Week magazine has offered the museum a $3,000 package of advertising
for $1,000. Smith said the museum was also seeking $300 for the initial printing of rack cards representing
local restaurants to provide lunch options for conference attendees.
There was discussion about the pros and cons of business cards vs. map guides to restaurants. It was noted
that rack cards might be funded through the Visitors Center budget. Board members agreed the conference
should generate tourism dollars and that the investment in advertising would provide the museum with
useful data and brand recognition.
Motion: Member Victoria Pace moved to move $1,000 from the fund balance to the special projects and
partnerships line and grant the amount to the museum for advertising. Pruitt seconded.
Vote: 5-0. Ayes: Caton, Czechlewski, Hupp, Pace, and Pruitt. Hughes recused himself because he is on
the museum board.
B. Tourism Board FY24 Contracts (Grants and Contract Partners)
Campbell explained the contracts were included in the agenda packet for review. Hughes asked about a
placeholder number in the contract for the Alliance. Campbell explained that she had talked with Boyd about
moving the Alliance from monthly to quarterly payments, which would put their payment schedule in line
with those of other partners. There had not been a decision on this but it wouldn’t impact the total amount
the alliance received to run the Visitors Center.
Motion: Caton moved to approve FY24 contracts. Pace seconded.
Vote: 4-0. Ayes: Caton, Hupp, Pace, and Pruitt. Hughes and Czechlewski recused themselves.
C. Tourism Funding Workshop/Discussion- Focus: RFP process for contract partners
Hughes noted this topic was more of a discussion item rather an action item and suggested Campbell send out
an email asking for questions about the RFP process in preparation of the workshop. Campbell said she had
included in the agenda packet a one-page outlining the contracts process. She explained that the board used
to have only one fund for grants and tended to get the same requests year after year. The board decided to
split the fund into three funds: 1) a special projects and partnerships fund intended for unanticipated needs or
sponsorship opportunities that cost less than $5,000; these funds don’t require a budget amendment and
approval by the Town Board. 2) A traditional grant program with grants ranging between $5,000 and $10,000
that is more competitive. These grants are intended to be seed money for new projects, and organizations are
eligible for only two years. After that, they are encouraged to self-fund by generating revenue by the
project/program or become a contract partner. Grants require a final report at the conclusion of the grant
project. 3) A fund that allots $10,000 or more to contract partners, which need money every year to conduct
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things like visitors services, events, and on-going tourism programing. She said these partners are required to
give quarterly reports.
She explained the budget process starts in January or February and finishes in June with a public hearing and
adoption. She noted that previous board discussions had raised questions about the return on investments
per visitor and the scoring rubric for grant applications. Hughes also invited the contract partners to submit
suggestions for improving the process. Hughes suggested going more in-depth to these discussions at the next
meeting.
6. Monthly reports and comments
A. Tourism Staff Report, Visitors Center Updates, and Orange County Visitors Bureau updates
Campbell noted:
• She would provide the board an updated revenue report soon.
• The Chapel Hill/Orange County Visitors Bureau reported the soccer game between the Chelsea and
Wrexham football clubs in Chapel Hill in July was a huge success. She said there were indications
Hillsborough experienced a small uptick in tourism from the event. Hughes said he thought the town
would get some percentage of the tax gathered from ticket sales.
B. Board comments and updates
Campbell said to avoid a conflict with Labor Day, the board had decided to meet on Sept. 12th and asked
members to check their calendars. Hupp reported the Eno River Brewery will be opening this Thursday and
will be a new source of food and beverage revenue.
7. Adjournment
Motion: Hupp moved to adjourn at 7:09 p.m. Pace seconded.
Vote: 6-0.
Respectfully submitted,
Shannan Campbell
Planning and Economic Development Manager
Staff support to the Hillsborough Tourism Board
Approved: September 12, 2023