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Approved October 15, 2014 MINUTES Chapel Hill/Orange County Visitors Bureau Board of Directors Meeting September 17, 2014 The Chapel Hill/Orange County Visitors Bureau met at North Carolina Botanical Garden, 100 Old Mason Farm Road Board Members Present: Anthony Carey, Dave Gephart, Lee Storrow, Debbie Hepp, Greg Overbeck, Jim Parker, Karen DeHart, Aaron Bachenheimer, Michelle Johnson, Mike Gering, Penny Rich, Annette Stone, and Meg McGurk Not Present: Lee Pavao and Mark Sherburne Staff attendance: Laurie Paolicelli, Steve Brantley, Marlene Barbera, Martha Shannon and Tina Fuller Also attended: Bonnie Hammersley, Orange County Manager, Natalie Perkins, Travis Conte and Stephanie Perri with Clean Design Call to Order Chairman Anthony Carey called the meeting to order at 8:11 a.m. Welcome from the Botanical Gardens Jim Ward welcomed everyone and thanked the Visitors Bureau and board members for their efforts in promoting the meeting space at the educational center. Mr. Ward also spoke the miles of nature trails attached to the Garden, programs for kids, the current art exhibition; Following in Bartram’s Footsteps and the upcoming Sculpture in the Garden which begins September 20th. Budget Update Penny Rich reminded board members that $1,079,400 in occupancy receipts and $200,000 from the Town of Chapel Hill is budgeted for revenue this 2014-15 fiscal year. Discussion commenced regarding Mike Gering’s previous mention of the need for a policy in managing the fund balance. Gering inquired on what the next step would be. Laurie Paolicelli recommended reconvening the sub-committee of Anthony Carey, Lee Pavao, Penny Rich (replacing Mike Gering as Finance Chair) and herself to discuss the request after the County Manager has had time to understand the department’s budget. Paolicelli proposed to have a plan in place by November to present. Gering commented that he was not looking for anything specific, just a basic plan on how and what to fund. Dave Gephart reminded Paolicelli that the fund balance was requested to be listed on the occupancy receipt report for board meetings. Paolicelli replied that she would again ask Clarence for that information. Approval of Minutes Mr. Carey requested a motion to approve the August 20, 2014 minutes. Lee Storrow so moved and Penny Rich seconded. With all members in favor, the minutes were approved as submitted. Presentation of Tracking Study In lieu of the Executive Director Report, Clean Design presented an overview of findings from the June 2014 follow up to the February 2013 benchmark survey. Clean Design president, Natalie Perkins explained the methodology and screening criteria to be at least $35,000 income, ages 20-60, lives in NC but not in the Triangle, enjoys traveling for quick getaways to new destinations or has traveled for business 2 or more times in the past 12 months with Awareness, Consideration