9:00 AM, Wednesday, April 3, 2013

Visitors Bureau Administrative Offices

Present: M Boyette, J Godfrey, T Stewart, Ernie Brame, K Brinson, B Dixon, P Boucher, S Henley

Absent: C McLamb, M Patel, K Henthorn

Staff: D Bailey-Taylor, A Phillips, E Dean, A Astoske, E Bailey

Guest: S Harris, C Cavanaugh

I.          Call to Order – E Brame, Chairman

E Brame called the meeting to order at 9:05am and stated that a quorum was present. With no corrections, the agenda was adopted. Brame asked for a motion to accept the March minutes that were previously sent to the Board.

B Dixon motioned to accept the March minutes as presented.  P Boucher seconded.  Motion passed unanimously.

II.        Finances

March Financials

Month-to-Date Revenue for March was $73,229.54. Month-to-Date Human Resources expenses were $24,577.94. Month-to-Date Operations were $47,538.28. Net Income for the month was $1,113.32.  Year-to-Date Revenues were $632,273.06. Year-to-Date Human Resources expenses were $219,096.84. Year-to-Date Operations were $389,632.16. Year-to-Date net income was $23,544.06. The February revenues were $41,520.45. Smithfield’s February Revenues were $12,111.19. Selma’s February Revenues were $6,390.86. Kenly’s February Revenues were $1,297.92.  Benson’s February Revenues were $524.05.

D Bailey-Taylor presented a proposed budget the 2013-14 fiscal year. Taylor stated that she made adjustments due to deep adjustments to the town of Selma’s decline in revenues. Discussion was had about various line items including contract services, dues and subscriptions, health insurance and utilities.

B Dixon motioned to accept the proposed budget for 2013-14 as presented.  M Boyette seconded.  Motion passed unanimously.

IV. Special Projects Committee – T Stewart

T Stewart reported that the Special Projects Committee met but did not have a quorum. Discussion was had about how to handle Special Events Grants, mainly the procedure for requests and payment and ways to make it flow easier. E Brame asked that the committee review procedures for receiving and distributing grants.

V. Marketing Committee – P Boucher

  • The Smithfield/Selma Visitor Map ad program is working well with only a few ad spaces left.
  • The Endless Yard Sale website is up and the event will be June 14-15. The committee will be meeting every third Thursday at 9 am until the date of the event.  Last month discussion was had on food vendors and the group has invited the Sheriff’s department to discuss road safety issues.
  • The Muscadine Heritage Wine Trail brochure design is complete and waiting on the wineries to decide about how the cost will be distributed among them.
  • D Bailey-Taylor recommended that the bureau upgrade D3000 software by way of subscription. The cost would be $1,960 annually/4 year contract and one-time cost of $2,329 for 16 hours of training. D3000 will also have the capability of connecting to Joomla websites with HTML code. The cost of this would be $1,870 and can be done at anytime.

J Godfrey motioned to accept D Bailey-Taylor’s recommendation to proceed with D3000 upgrade by way of subscription as presented.  K Brinson seconded.  Motion passed unanimously.

VI. Sports Council Committee – J Godfrey

No official meeting in March. The Sports Council hosted the NC Sports Association on March 22 with over 35 in attendance.

VII. Staff Report – D Bailey-Taylor

  • D Bailey-Taylor met with Trent Lassiter to discuss marketing and infrastructure needs for The Farm meeting facility project and the future development of Exit 101. Follow up will take place with Congressman McIntyre for Rural Center support for this project.
  • DSDC and the Smithfield Marketing Committee are working with the Triangle Film Commission to complete the Certified Film Locations program.  Staff has responded to several leads and recently a small project filmed some locations in Selma and Kenly.
  • D Bailey-Taylor attended DMAI, Excellence in Visitor Centers in Washington, DC.  Great ideas came from the conference like having a mobile Visitor Center truck that could be at large festivals.  The trend is to have visitor information in high visitor traffic areas.
  • Contracts have been signed with Carolina Premium Outlets as a trade agreement with JCVB.  The staff has plans to complete the Visitor Kiosk displays May.
  • 301 Endless Yard sale press releases have gone out; WRAL and Down Home Magazine have also picked up on the story.
  • Dick Fleming Highway Dedication was very successful with over 100 people attending the event.
  • ECU profile study press release and blogs have gone out.  The Herald has an article in the paper on the study.
  • Historic Johnston County Postcards are being featured on JCVB Facebook page this month and interaction is up with fans.
  • The bureau recently conducted a Marketing Survey with Visitor Partners.  The results showed about 55% are not aware of the Hospitality Heroes Program and 22% are not aware of JCVB marketing programs. Discussion was had on how to better inform and communication to our tourism partners.
  • Staff will be attending the dedication of the Clayton Greenway on Friday April 5 and the grand opening of Deep River Brewery on Saturday April 6.

J Godfrey suggested that D Bailey-Taylor talk with CPO about having a ribbon cutting once the visitor’s center is open.

Summary of Visitor Inquiries and Distribution – February

Visitor inquiries: pieces of literature mailed: 794
Year to Date visitor inquiries:  22,396

New and Inactive IP Records in D3000

New Record /Opened: Quality 1st Automotive, Inc. - Smithfield

Google Analytics – report for March – 2,632 unique visitors, 6,161 page views
– 3,571 unique visitors, 14,151 page views
– 1,341 unique visitors, 3,498 page views
– 1,827 unique visitors, 4,455 page views
– 940 unique visitors, 2,264 page views
– 731 unique visitors, 1,933 page views
- 937 unique visitors, 2,758 page views
– 1,091 unique visitors, 5,187 page views – 345 unique visits, 871 page views
– 98 visits, 123 page views

VIII. Old Business

David Turlington has been hired to replace Mr. Ellis as a distributor for VG and brochures throughout the county.

IX. New Business

E Brame took the opportunity to welcome Scotty Henley to the board as a Clayton Chamber representative. Henley is the director of The Clayton Center.

Meeting adjourned at 10:00 am.

Respectfully submitted,

Mary Boyette, Secretary/Treasurer

Next Meeting
County Tourism Authority
11am, May 1, 2013
Presentation by Chris Cavanaugh

12N, May 1, 2013
Board Meeting

Visitors Bureau Administrative Offices