Town of Blowing Rock
Tourism
Development Authority
Minutes –
January 9, 2006
Call to Order
Chairperson Keele called the meeting to order and welcomed the members and guests. He advised that Interim Executive Director Lindsay Galvin was absent due to a recent surgery and wished a speedy recovery.
Approval of Minutes – December 6, 2005
Chairperson Keele
entertained the approval of the December 6, 2005 meeting minutes. Motion by Member Tester and seconded by Member Drury
to approve the December 6, 2005 meeting
minutes. Unanimously approved.
Chairperson Keele introduced Jason Carpenter with Billy G. Combs, CPA to review the FY 2004-05 Annual Audit Report.
FY 2004-05 Annual Audit Report
Mr. Carpenter stated that the report came with a clean opinion and thanked Town staff for their assistance with the audit. He advised that the report included a Management Discussion &Analysis Statement, which provides a narrative summary of TDA activities and highlights for the year. He also mentioned that the audit complies with the Governmental Accounting Standards Board #34 requirements.
He stated that the TDA ended the fiscal year with $128,590 in net assets, of which $113,247 was unrestricted (or 18.2% of total expenditures). He recommended that, due to the volatility in the tourism industry, the TDA maintain a strong fund balance. He welcomed questions and encouraged Authority members with any questions about the report to please give him a call.
After a
brief discussion, motion by Member Pickett and seconded by Member Tester to
accept the FY 2004-05 Annual Audit Report as presented. Unanimously approved. (Attachment #1)
FY 2005-06 Annual Audit Contract
Chairperson
Keele entertained the approval of the FY 2005-06 Annual Audit Contract with
Billy G. Combs, CPA for $3,500. Motion by Member Tester and seconded by Member
Drury to approve the FY 2005-06 Annual Audit Contract with Billy G. Combs, CPA
for $3,500. Unanimously approved. (Attachment
#2)
Budget Amendment
Finance Officer Margaret Pierce reviewed a proposed budget amendment with the Authority which covers various items, including increased advertising costs, maintenance/repair to building expenses, and increased master signage plan costs. She stated these items have been discussed in previous TDA meetings and a budget amendment was in order to properly account for these expenses.
After a brief discussion, Chairperson Keele entertained the approval of the FY 2005-06 Budget Amendment #1. Motion by Member Tester and seconded by Member Pickett to approve FY 2005-06 Budget Amendment #1. Unanimously approved. (Attachment #3)
Occupancy Tax Proceeds
Finance Officer Margaret Pierce then reviewed the monthly financial statement and the FY 2005-06 Occupancy Tax collections year-to-date through November 2005. She stated that November revenues, totaling a gross of $48,236.72, were up compared to November 2004. Ms. Pierce also advised that expenditures for the year were in line with projections.
Report -
TV/Monitor & Visitor Computer
Chairperson Keele advised
that he and Member Tester would be researching both the TV/Monitor & Visitor
Computer issues and making recommendations to the Authority at the next TDA
meeting.
Report - Advertising/Marketing/Web site
Chairperson Keele requested
an update on the status of various projects of the Advertising/Marketing/Web
Site Committee.
WC&T Agency Update
Member Drury stated that
Dave Tomsky, Director of Public Relations with Wilson, Coman & Taylor, was
unable to attend the meeting due to illness.
She advised the Authority
that the Blowing Rock tourism press kit was beginning to receive attention. She
informed the Board that Charlotte Taste
Magazine was featuring Blowing Rock in their February Valentine Issue.
Also, she mentioned that a
Advertising Plan
Member Drury advised that
the TDA Advertising Schedule was progressing, with (4) four TDA regional
advertisements coming up and (2) two co-op ad opportunities available in Southern Living and Our State Magazine. She stated that the 2006 Winterfest event would
be highlighted and also includes a radio spot.
TDA/Town Community Calendar
Chairperson Keele stated
that the 2006 calendars are now being distributed at Town Hall and the
Website
Vice-Chair Tarbutton advised
that the website committee has a meeting scheduled on January 20 to continue
the integration of the TDA and Chamber websites.
Video
Member Drury suggested that
in order to fairly represent all entities that the new TDA tourism video
(offered by the Village Inns and Chetola Resort) include a listing of all
Blowing Rock lodging/restaurants/retail. The Authority agreed by consensus that
this was a good approach. Member Drury requested that Board provide her with
any other comments on the video so that the Committee can continue to review
and update the video as needed, and hopefully, a final draft available in the
near future.
Chairperson Keele thanked
everyone for the work on these issues. He then requested that Member Drury
prepare a story for newspaper distribution on the successes of the Authority.
Report – Blowing Rock Chamber of Commerce
Chairperson Keele welcomed Chamber of Commerce Executive Director Charles Hardin to provide an update on Chamber of Commerce activities.
Mr. Hardin stated that the Chamber Annual Awards Banquet would be held on February 7, 2006. He mentioned that work was continuing work on the 2006 Art in the Park, 2006 Winterfest and inaugural Blue Ridge Wine Festival, with 17 wineries participating. He informed the Authority that Customer Service Training Seminars were scheduled for May.
Mr. Hardin stated that the TDA had made a specific grant to the Wine Festival for website development. He requested the Wine Festival be allowed to utilize any remaining TDA grant proceeds not used on the website for additional wine festival marketing. The Authority suggested that he make a formal written request for the reallocation and they would place the matter on the February agenda for consideration.
Chairperson Keele thanked Mr. Hardin for his attendance.
Report - TDA
Executive Director
Chairman Keele stated the TDA Executive Director monthly report was available in their packet for review. (Attachment #4)
Other
Due to several Boardmember conflicts, the February TDA meeting was scheduled for Monday, February 13, 2006 at 8:00 a.m.
Dick Gooseman requested information on the breakdown of the Smith Travel Research occupancy/revenue numbers presented in their last report. Vice-Chair Tarbutton stated that he would research the issue and that they would discuss the topic at the next hoteliers meeting.
Member Tester recommended that the Authority schedule a workshop on future TDA planning. Chairperson Keele concurred and stated that once an executive director is hired, a meeting time and location could be established.
Vice-Chair Tarbutton expressed concern about the government rate allowance set for Blowing Rock and that it limits government travel in Blowing Rock. He suggested that the TDA consider the topic for future discussion.
Member Tester suggested that the TDA also consider requesting a breakout of state sales tax data from the N.C. Department of Revenue. He advised that the information was available for jurisdictions greater than 5,000 in population. Chairperson Keele recommended contacting the N.C. Department of Commerce – Travel and Tourism to assist in the matter.
Closed Session
Upon motion of Member Pickett and seconded by Vice-Chair Tarbutton, the Authority convened at 8:55 a.m. in closed session pursuant to - N.C.G.S. 143.318.11 (a)(6) for discussion of personnel issues. Motion unanimously approved.
At the conclusion of the discussions, the closed session
was adjourned at 10:00 a.m.
Other
After a brief discussion,
motion of Member Drury and second by Vice-Chair Tarbutton to approve a salary
bonus to Interim Executive Director Lindsay Galvin of $100 per week during the
absence of an Executive Director. Motion unanimously approved.
The Authority then briefly
discussed a location for a future planning retreat. It was suggested that the
Authority consider a meeting in
Adjournment
With no further business, motion by Vice-Chair Tarbutton and seconded by Member Pickett to adjourn the meeting. Motion unanimously approved. Chairperson Keele adjourned the meeting at 10:05 a.m.
______________________________
Scott E. Hildebran, Secretary
Attachments
#1 - FY 2004-05
Annual Audit Report
#2 - FY 2005-06
Annual Audit Contract
#3 - FY 2005-06
Budget Amendment #1
#4 - TDA Executive
Director Monthly Report