12 Noon, Wednesday, June 5, 2013

Visitors Bureau Administrative Offices

Present: M Boyette, T Stewart, Ernie Brame, K Brinson, P Boucher, S Henley, C McLamb, M Patel, K Henthorn

Absent: B Dixon, J Godfrey

Staff: D Bailey-Taylor, A Phillips

I. Call to Order – E Brame, Chairman

E Brame called the meeting to order at 12:15pm and stated that a quorum was present. With no corrections, the agenda was adopted. Brame asked for a motion to accept the May minutes that were previously sent to the Board.

M Boyette motioned to accept the May minutes as presented. T Stewart seconded. Motion passed unanimously.

II. Finances

May Financials

Month-to-Date Revenue for May was $78,471.28. Month-to-Date Human Resources expenses were $24,577.96. Month-to-Date Operations were $48,607.10. Net Income for the month was $5,286.22. Year-to-Date Revenues were $795,096.54. Year-to-Date Human Resources expenses were $268,252.74. Year-to-Date Operations were $478,520.94. Year-to-Date net income was $48,322.86. The April revenues were $51,425.89. Smithfield’s April Revenues were $15,180.18. Selma’s April Revenues were $8,526.60. Kenly’s April Revenues were $1970.56. Benson’s April Revenues were not reported at the time of the meeting.

D Bailey-Taylor stated that June is the last month of the bureau’s fiscal year and there will be some large expenditures as the year is closed out. Taylor stated that revenues were down from last year and the May revenues appeared to be down also. E Brame stated that the overnight stays may be down but the travel on I-95 seemed to be picking up. Taylor stated that last year revenues saw a boost due to seven to eight months of pipeline work that brought in workers with overnight stays in several hotels.

IV. Special Projects Committee – T Stewart

Special Projects Committee met prior to the board meeting and T Stewart presented a revised Special Events Grant Application and Guidelines. Based upon discussion at the retreat, the committee hoped to streamline the grant process. Under the new guidelines, municipalities in the county would qualify for one grant per year; multiple departments would not be allowed to apply separately. One application per non-profit organization would be allowed. Funding is to be used to advertise events and applications must be received a minimum of 90 days prior to the event. Community events would be eligible for $500 in support. Major Festivals that have the potential for partnerships with hotels and have a proven track record will receive $1,000 to be used for advertising. Major festivals will also need to submit applications a minimum of 90 days before their event date, allowing time for press releases and advertising.

Keith Brinson motioned to accept the Special Events Grants Application & Guidelines as presented. T Stewart seconded. Motion passed unanimously.

V. Marketing Committee – P Boucher

  • The Smithfield/Selma Visitor Map ad program is complete with all ads being sold and the map is now in design and will soon be sent to the printers.
  • The Endless Yard Sale website is up and the event will be June 14-15. JCVB is printing yard signs for the event and will distribute them to the towns for placement marking the vendor locations in the towns. ABC 11 News will be in Smithfield on Monday, June 10th for interviews. The Endless Yard Sale has received great media coverage and based on volume of calls it seems it will be a great success.
  • The Muscadine Heritage Wine Trail brochure is currently at the printers.
  • Some of the billboards are in need of new vinyl. JCVB is working to revise some of the boards making them more readable and having a cohesive look throughout the county.
  • D3000 is currently converting data to the updated version and staff will be in training July 10-12.
  • Logging Expo is set for September 14-15, 2013. Several hotels have already sold out for the event. The Bureau will be helping secure caterers for the event.

VI. Sports Council Committee – D Bailey-Taylor

In the absence of J Godfrey, D Bailey-Taylor presented a brief overview of the previous Sports Council Committee meeting. The committee had a presentation from the Recreation Resources Services, sharing the importance of parks and recreation to a community’s economic value, health and environment, and socially. The next step for the Sports Council involves the development of a county wide parks and recreation plan.

VII. Staff Report – D Bailey-Taylor

D Bailey-Taylor stated that based upon the report from Chris Cavanaugh, which contained good content, she was in the process of rewriting the strategic marketing plan for the bureau. Seeing the need for more in-depth discussion, Taylor asked for a 3-4 person committee that would meet and review the written plan, flow chart and the development of new campaigns to reach the leisure, group, meetings and film markets. The subcommittee will meet for the next two Wednesdays as a working lunch. The meeting will be open to those who can attend.

Summary of Visitor Inquiries and Distribution – May

Visitor inquiries: pieces of literature mailed: 1,229

Year to Date visitor inquiries: 25,713

New and Inactive IP Records in D3000

New Record /Opened:
Deep River Brewing

Fairfield Inn and Suites

Google Analytics – report for May – 2,555 unique visitors, 6,665 page views – 4,279 unique visitors, 10,777 page views – 1,131 unique visitors, 3,115 page views – 3,356 unique visitors, 12,145 page views – 1,399 unique visitors, 2,978 page views – 698 unique visitors, 1,802 page views - 1,069 unique visitors, 2,983 page views – 1,329 unique visitors, 5,205 page views – 418 unique visits, 1,122 page views – 2,519visits, 9,637 page views

VIII. Old Business

E Brame mentioned the I-95 Toll issue and legislation and how the bill has been referred to the Rules Committee in the Senate.

IX. New Business

Meeting adjourned at 1:12pm.

Respectfully submitted,

Mary Boyette, Secretary/Treasurer

Next Meeting
County Tourism Authority
12 Noon, August 7, 2013
Board Meeting
Visitors Bureau Administrative Offices