Noon, Wednesday, September 7, 2011

Visitors Bureau Administrative Offices

Present: M Boyette, T Godwin, T Stewart, P Boucher, B Dixon, D Mills, C McLamb, H Stump,

J Godfrey, K Henthorn

Absent: M Patel

Staff: D Bailey-Taylor, A Phillips

I.          Call to Order – Vice-Chairman T Godwin

T Godwin called the meeting to order at 12:20 pm and stated that a quorum was present.  With no corrections, the agenda was adopted.


II.        Vice-Chairman T Godwin

T Godwin asked for a motion or corrections to the August minutes that were previously sent to the Board.

B Dixon motioned to accept the August minutes as presented.  M Boyette seconded.  Motion passed unanimously.

III.       Finances – Vice-Chairman T Godwin

August Financials

Month-to-Date Revenue for August was $77,617.23.  Month-to-Date Human Resources expenses were $17,890.75. Month-to-Date Operations were $26,070.79. Net Income for the month was $33,655.69.  Year-to-Date Revenues were $162,104.96. Year-to-Date Human Resources expenses were $38,071.25. Year-to-Date Operations were $71,729.06. Year-to-Date net income was $52,304.65. The July revenues were $52,369.32. Smithfield’s July Revenues were $12,070.24. Selma’s July Revenues were $8,993.57. Kenly’s July Revenues were $2,243.84.  Benson’s July Revenues were $1,083.75. Godwin stated that the funds in the money market account had a low rate but still above money market rates. Godwin stated that we were still solvent. Smithfield revenues were up while others were down. Selma has two hotels closed and Kenly has one in the process of remodeling.

IV. Special Projects Committee

D Bailey-Taylor stated that all grant recipients had been notified.

V. Marketing Committee – M Boyette

M Boyette stated that the committee viewed completed communication projects, including the Muscadine Wine Trail brochures, the Ava Gardner Festival brochure and other related material for the Ava Festival. Bailey-Taylor stated that the wine and Ava brochures were being distributed through out the county as well as the welcome centers in the state. Bailey-Taylor stated that a request had been sent to Rick Hester concerning appointing a county rep to the Sports Council. It was recommended that Bailey-Taylor or J Godfrey attend the October 3rd county commissioners meeting to bring awareness to the Sports Council and the desire to have a representative from the county on the council. Bailey-Taylor stated that a request had been sent to Ernie Brame about placing a Visitor Kiosk at the 95 Truck Stop. Bailey-Taylor also stated that many of the wall mount kiosks were in need of replacement or repair. The bureau has 125 locations within the county that display brochures. A contract has been secured with Trip Advisor and it should launch September 19. Bailey-Taylor stated that distribution of the new Visitors Guide, Wine Brochure, and Ava Festival are taking place around the county. Bailey-Taylor suggested that the bureau look into hiring a person on contract to distribute and maintain the 125 racks around the county. This position would be for 4 days per month at $75 per day plus mileage ($0.555 per mile). Discussion was had about available funds to cover this position. It was stated that the staff is already receiving mileage for distributing material so the only additional cost would be $300 per month. P Boucher stated that this position would free up staff to fulfill other obligations.

P Boucher motioned to accept the recommendation to contract the distribution position at the cost of $75 per day at 4 days per month, plus mileage at $0.555 per mile that is to be reviewed after 90 days.  M Boyette seconded.  Motion passed unanimously.

Discussion was had on a Communications Public Relations Contract to help with the growing need for social media. Bailey-Taylor stated that she had interviewed Divine Marketing (cost of $1200 per month for 25 hours) and John Mark Ivey (cost of $400 per month for 25 hours). Questions were raised about the need for focusing on social media for the county and should each establishment do their own marketing with social media. The question was raised about using the towns 2% funding instead of the county 3% general funding to pay for the contract. H Stump suggested investing funds in the direction of a Sports Marketing position instead of social media.

M Boyette motioned to accept the recommendation to contract with John Mark Ivey for the Social Media position at the cost of $400 per month with the contract being reviewed after 90 days.  B Dixon seconded.  Motion passed unanimously.

VI.       Staff Report – D Bailey-Taylor

D Bailey-Taylor stated the bureau had been busy submitting projects to the DMNC annual awards, working on the wine trail, new county website, Ava festival, attending ribbon cutting for Springhill Outfitters, submitting press releases and various other projects.

Summary of Visitor Inquiries and Distribution – June

Visitor inquiries: pieces of literature mailed: 1,194

Year to Date visitor inquiries:  15,810

Inquiry History by Brochure:                 Visitor Guide 1,182

Visitor History by State: MI (48), FL (66), PA (50), NY (179), IL (70), VA (53), WI (47), TX & NY (40), IN (45), OH (71)

Visitor Inquiry for Advertising Source:  NC Civil War Travel – 433

Coast Host – 88

Southern Living – 790

History Magazine - 287

Compass Marketing – 293

June Bulk Distribution:

JCVB Visitors Guide – 3050

JCVB Agri-tourism Trail brochures – 100

JCVB Hospitality Heroes – 3 packets with certificates

JCVB Click pens – 60

JCVB Postcards – 60

Ava Gardner Festival Brochures – 1780

Ava Festival Poster - 1

Wine Brochures – 27,600

CPO Brochures – 60


New and Inactive IP Records in D3000


New Record /Opened: Discount Grocery Plus – Benson

Princeton Chamber of Commerce

The Children’s Place Outlet

Google Analytics – report for August – 4,972 unique visitors, 13,837 page views – 1,342 unique visitors, 5,216 page views – 414 unique visitors, 1,213 page views – 268 unique visitors, 549 page views – 218 unique visitors, 303 page views – 220 unique visitors, 618 page views – 102 unique visitors, 221 page views - 137 unique visitors, 304 page views – 298 unique visitors, 2,184 page views – 331 unique visits, 1,264 page views

VII.     Around The County Reports

Benson – Mule Days 4th weekend in Sept.

Smithfield-Selma – Railroad Days 1st weekend in Oct.

Four Oaks – Oaktober fest

Kenly – Golf Oct. 8-9, Flag Retirement Ceremony

Clayton – Harvest Festival Sept 14-18

VIII. Old Business


VIV. New Business


Meeting adjourned at 1:20 pm.

Next Meeting

Johnston County Tourism Authority

Noon, October 5, 2011

Visitors Bureau Administrative Offices

Respectfully submitted,

Bob Dixon, Secretary/Treasurer