JOHNSTON COUNTY TOURISM AUTHORITY
BOARD MEETING MINUTES
9 AM, November 11, 2015
Johnston County Visitors Bureau, Lampe Meeting Room
Present: E Brame, J Godfrey, L Daniels, K Henthorn, R Andrews, K Brinson
Absent: S Henley, M Zapp, C McLamb
Staff: D Bailey-Taylor, A Phillips
I. Call to Order – E Brame, Chairman
E Brame called the meeting to order at 9:04 a.m. and stated that a quorum was present. With no corrections, the agenda was adopted. E Brame also asked for any possible Conflict of Interest concerning the agenda. K Henthorn stated that she had a conflict with the Special Events grant request for the "Three Little Pigs Triathlon". Brame asked Henthorn to abstain from the vote on that item.
E Brame stated that the board needed to appoint a new chairperson, vice chairperson and secretary. D Bailey Taylor called for nominations from the floor for the office of Chairperson. K. Brinson was nominated and vote passed unanimously. K Brinson took over the meeting and called for nominations for Vice-Chairperson and Secretary. Matt Zapp was nominated for Vice-Chairperson and Lynn Daniels for Secretary. Nominations were closed and vote passed unanimously.
K Brinson thanked the board for the opportunity to serve as chairperson. He also thanked E Brame for serving for the past two years. He also thanked D Bailey-Taylor and the board for their dedication and service.
D Bailey-Taylor shared that S Lee had resigned from the board. This appointment is from the Four Oaks Chamber of Commerce and they will appoint a new board member.
K Brinson asked for a motion to accept the October minutes that were previously sent to the board.
J Godfrey motioned to accept the October minutes as presented. E Brame seconded. Motion passed unanimously.
II. Finances - September Financials - D Bailey-Taylor
Month-to-Date Revenue for September was $99,915.65. Month-to-Date Operations were $69,104.16. Net Income for the month was $30,811.49. Year-to-Date Revenues were $380,454.18. Year-to-Date Operations were $260,170.67. Year-to-Date net income was $120,283.51. The September county revenues were $56,671.22. Smithfield’s September Revenues were $15,249.24. Selma’s September Revenues were $8,213.02. Kenly’s September Revenues were $2,020.76. Benson’s revenues were not deposited in time for the reports and Smithfield deposited both August and September. D Bailey-Taylor stated that all town revenues were up in September.
III. Executive Committee - D Bailey-Taylor
D Bailey-Taylor stated that the board had previously been sent a DRAFT copy of the new "Conflict of Interest Policy", "Credit Card Use Policy and Forms", and "Unallowable Purchases Policy". D Bailey-Taylor stated that she had used several resources to create the forms and procedures, including other CVBs and Destination Marketing Association International (DMAI), the national trade association for visitors bureaus. She also informed the board that the new policies would be incorporated into the JCTA By-laws and Operating Procedures, a new document that will include the By-laws, Rules for Small Boards, and other procedures for operating the Tourism Authority. The Conflict of Interest forms need to be signed by each board member. The JCTA will keep a copy as a record and will provide a copy to the Johnston County Commissioners each year in the month of November.
J Godfrey motioned to approve the Conflict of Interest Policy. E Brame seconded. Motion passed unanimously.
Discussion was had about the Unallowable Purchases Policy. DBT explained the suggested changes, stating that JCTA was a creative organization that uses local products to promote the county, and would like to see the policy allow for marketing projects. E Brame suggested that the board sit on this policy for 30 days and bring it back to the board in January for a vote.
IV. Special Projects - D Bailey-Taylor
D Bailey Taylor presented Special Events grants for the board to consider for Three Little Pigs Triathlon, Johnston County Arts and Food Festival and Clayton Youth Theater - You Can't Take It With You. D Bailey-Taylor stated that each event had been funded in the past and each are eligible for $500.
R Andrews motioned to approve grants to Johnston County Arts and Food Festival and the Clayton Youth Theater as presented. K Henthorn seconded. Motion passed unanimously.
E Brame motioned to approve the grant to Three Little Pigs Triathlon as presented. R Andrews seconded. Motion passed with five yes and K Henthorn abstained.
V. Marketing Committee - S Henley
VI. Sports Council Committee
J Godfrey stated that the Sports Council will meet next week. D Bailey-Taylor stated suggested changes to the by-laws to include seven at large members had been sent to the board. The board discussed the current coverage in the seven voting districts and members are needed from Archer Lodge and the Cleveland Community. Currently there is an applicant from Archer Lodge and staff will reach out to members of the Cleveland Athletic Association.
J Godfrey motioned to adopt the changes as presented. L Daniels seconded. Motion passed unanimously.
VII. Staff Report
D Bailey Taylor shared that the staff had revised job descriptions and set individual goals for 2016. D Bailey- Taylor will complete her goals and send to the board for input. Smithfield Wayfinding: the bureau has been driving this project but is now ready to turn over the project to the new town council and mayor to implement with RFPs for selecting a fabrication company and installation with NCDOT. D Bailey-Taylor met with County Planning and representatives from NC Wildlife, concerning a boat ramp at Fire Department Rd. in Wilson's Mills. NC Wildlife is reviewing the site to determine if it is possible.
Association Executives of North Carolina (AENC) will be hosting their annual golf tournament in October 2016. This is a group of meeting planners that coordinate meetings and events throughout the state. The bureau would like to bid on the tournament with the Neuse Golf Club. This would encumber funds in the 2016-17 budget to host a reception at the close of the tournament. It could bring as many as 30 overnight hotel rooms and expose Johnston County meeting sites for possible future business. As the host destination, the Visitors Bureau would seek sponsors for the reception and box lunches. Placing a bid does not mean the course will be selected, but that the county is in the running.
E Brame motioned to pursue the event and to plan to budget for the event in the 2016-17 budget. J Godfrey seconded. Motion passed unanimously.
D Bailey Taylor reminded the board of the NC Governor's Conference in March 2016. The conference will be held in Cherokee, NC. The board can send two board members and reservations need to be in by December 14.
VIII. New Business
IX. Old Business
K Brinson suggested that the monthly board meetings travel around the county to give the board the opportunity to visit different venues.
Meeting adjourned at 10:04 AM.
Lynn Daniels, Secretary/Treasurer