Board meetings, budgets & reports

Rocky Face Tavern, 180 Golfwatch Rd. Canton, NC 28716
10 AM

AGENDA

1. Call to Order – Chair Jim Owens
2. Introductions
3. Adjustment of Agenda
4. Public Comment Session (12 minutes total, limit 3 minutes per person)
5. Board Comments
6. Consent Agenda | VOTE
   • Request approval of minutes – November 5, 2025
7. Finance Reports
   • October Financial Report– Kristian Owen
   • Occupancy Tax & Lodging Data – Corrina Ruffieux
8. Old Business
   • Round Two FY 25-26 Promotion Grant Application | VOTE
9. New Business
   • Calendar Year 2026 Meeting Dates | VOTE
   • Improvements to Promotion and Capital Guidelines for FY 26-27 | VOTE
   • Proposed FY 26/27 Grant Timeline | VOTE
   • Proposed Officers | VOTE
10. Staff Reports/Announcements

• Public Relations Coverage – Amie Diehl
• EA Ignite Conference – Hayley Printz
• NCTIA Tourism Leadership Conference
• Ice Fest Update
• Open Haywood Results
• Holiday Office Closures
• Next TDA Board meeting is January 28, 2026 at 9 AM – Gaines Auditorium

1. Adjournment
2. Ten Minute Media Communication Session

HCTDA Executive Director's Report

November 5, 2025 HCTDA Board Meeting

Location: Gaines Auditorium

Date & Time: Wednesday, November 5, 2025 at 10 AM

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Consent Agenda | VOTE

• Request approval of minutes – September 24, 2025

7. Finance Reports

• September Financial Report – Kristian Owen
• Occupancy Tax & Lodging Data – Corrina Ruffieux

8. Old Business

• Board Term Renewals | VOTE
• Marketing Committee Seat | VOTE
• Finance Policy Revisions | VOTE

9. Staff Reports/Announcements

• Fall Foliage FAM Tour
• SATW Site Visit
• Open Haywood Summary
• Elk Bucks Success
• Ice Fest Update
• Next TDA Board meeting is December 3, 2025 at 10 AM – Springdale Resort
• Adjournment

10. New Business

• [Closed Session] Occupancy Tax Waiver | VOTE

11. Ten Minute Media Communication Session

Directors Report 11.05.2025

September 24, 2025 HCTDA Board Meeting

Location: Haywood Community College, Hemlock Building, Room #1509

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Consent Agenda | VOTE

• Request approval of minutes – August 27, 2025

7. Finance Reports

• August Financial Report – Kristian Owen
• Occupancy Tax & Lodging Data – Corrina Ruffieux

8. Old Business

• Church St. Festival Grant Rollover Request | VOTE

9. New Business

• Website Contracts
  • Master Services Agreement | VOTE
  • Schedule A | VOTE
  • Schedule B Authorization | VOTE
• Resolution for Phase 2 Photography & Videography | VOTE
• Capital Grants
  • Grant Applications and Details
  • Committee Recommendations | VOTE

10. Staff Reports/Announcements

• STS Marketing College Graduation – Amie Newsome
• Visitor Guide Ad Sales
• 2026 Anniversaries and Milestones Needed
• Marketing Committee Openings – deadline 09.30.2025
• Gift of Haywood Seasonal Campaign
• SATW 2026 Annual Convention
• Next TDA Board meeting is November 5, 2025 at 9 AM – Gaines Auditorium
• Adjournment

11. Ten Minute Media Communication Session

HCTDA Executive Director’s Report

August 27, 2025 HCTDA Board Meeting

Location: Haywood Community College, Hemlock Building, Room #1509

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Consent Agenda | VOTE

• Request approval of minutes – June 25, 2025

7. Finance Reports

• June Preliminary Financial Report – Kristian Owen
• Occupancy Tax & Lodging Data – Corrina Ruffieux

8. Old Business

9. New Business

• 2026 Visitor Guide Contract | VOTE

10. Staff Reports/Announcements

• Outdoor Writers Association of America Conference
• Community Presentations – Ashley Rice, Amie Newsome
• Ice Fest Award
• Open Haywood Campaign
• Grant Program Update
• New Visit Haywood Video
• Next TDA Board meeting is September 24, 2025 at 9 AM – Hemlock #1509
• Adjournment

11. Ten Minute Media Communication Session

HCTDA Executive Director’s Report

June 25, 2025 HCTDA Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Public Hearing on FY 2025-2026 Budget Ordinance | VOTE

7. Consent Agenda | VOTE

• Request approval of minutes – May 28, 2025

8. Finance Reports

• May Financial Report – Kristian Owen
• Occupancy Tax & Lodging Data – Corrina Ruffieux

9. Old Business

• Year-End Budget Amendments – Administration, Marketing | VOTE
• Grant Extension Request | VOTE
• Grant Guidelines Improvements – Legacy, Promotion | VOTE

10. New Business

• DCI Contract | VOTE
• Our State Contract | VOTE

11. Staff Reports/Announcements

• Ice Fest Weekend Economic Impact
• Annual T-Shirt Contest
• Brand Video & Photo Shoot
• Open Haywood Campaign
• SATW Conference
• Next TDA Board meeting is August 27, 2025 at 9 AM
• Adjournment

12. Ten Minute Media Communication Session

HCTDA Executive Director’s Report

May 28, 2025 HCTDA Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Consent Agenda | VOTE

• Request approval of minutes – April 23, 2025

7. Finance Reports

• April Financial Report – Kristian Owen
• Occupancy Tax & Lodging Data – Corrina Ruffieux

8. Old Business

• Budget Amendment – Bank Fees | VOTE

9. New Business

• Budget Forum
  • Budget Narrative | VOTE
  • Proposed FY 25-26 Budget | VOTE
• Grants – Promotion and Legacy:
  • Grant applications and details
  • Committee Recommendations | VOTE
• Expedia VRBO Contract | VOTE
• Marketing & Communications Plan | VOTE
• MMGY Scope of Work | VOTE
• Website RFP | VOTE
• Greenway Field Technician Proposal | VOTE

10. Staff Reports/Announcements

• Fat Burger Month Update
• Annual T-Shirt Contest
• Group Press Trip
• Open Haywood Campaign
• Next TDA Board meeting is June 25, 2025 at 9 AM
• Adjournment

11. Ten Minute Media Communication Session

HCTDA Executive Director Report

April 23, 2025 HCTDA Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Consent Agenda | VOTE

• Request approval of minutes – March 27, 2025

7. Finance Reports

• March Financial Report – Kristian Owen

8. Old Business

9. New Business | VOTE

• 2nd Round Grants Timeline
• Capital Budget Amendment
• Gould Killian CPA Group Audit Contract & Engagement Letter
• Haywood County Rec & Parks Grant Extension Request

10. Staff Reports/Announcements

• National Travel & Tourism Week Open House – May 8, 2025, 3-6PM
• Visit NC Conference – Ashley Rock-Rice
• Next TDA Board meeting is May 28, 2025 – at HCC Hemlock #1509

11. Ten Minute Media Communication Session

HCTDA Executive Director Report

March 27, 2025 HCTDA Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Consent Agenda | VOTE

• Request approval of minutes – February 26, 2025

7. Finance Reports

• February Financial Report – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

8. Old Business

• Committee Meeting Dates Remainder of 2025 | VOTE
• Lease Extension 2025-2026 | VOTE
• Resolution of Disposition | VOTE

9. New Business

• Product Development Committee Applications | VOTE
• Code of Conduct & Ethics Policy | VOTE
• Conflict of Interest Policy and Annual Statement | VOTE
• Ice Fest Weekend Budget | VOTE

10. Staff Reports/Announcements

• 2024 Annual Report – Corrina Ruffieux
• Destinations International CEO Summit – Corrina Ruffieux
• Visit Haywood T-Shirt Contest – Alycin Ray
• National Travel & Tourism Week Open House May 8, 2025
• Chris Brown, HRMC, presenting at May board meeting
• Next TDA Board meeting is April 23, 2025
• Adjournment

11. Ten Minute Media Communication Session

HCTDA Executive Director’s Report

February 26, 2025 HCTDA Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Welcome new TDA Board member – Hannah White

3. Introductions

4. Adjustment of Agenda

5. Presentation of Audit – Travis Keever, Gould Killian (virtual) | VOTE to Accept

6. Public Comment Session (12 minutes total, limit 3 minutes per person)

7. Board Comments

8. Consent Agenda | VOTE

• Request approval of minutes – January 22, 2025

9. Finance Reports

• January Financial Reports – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

10. Old Business

• TDA Board Meeting Date March | VOTE
• TDA Board Meeting Dates 2025 | VOTE

11. New Business

• Resolution of Disposition | VOTE
• FY 2025-2026 Grant Guidelines | VOTE
• Legacy Event Sponsorship
• Tourism Promotion
• Tourism Capital
• Product Development Committee makeup review | VOTE

12. Staff Reports/Announcements

• IMM and DI updates – Amie Newsome
• 2025 Visitor Guides – Ashley Rice
• Spring Advertising – Ashley Rice
• Ice Fest Weekend Recap
• Fat Burger Month
• Next TDA Board meeting is March 27, 2025
• Adjournment

13. Ten Minute Media Communication Session

HCTDA Executive Director’s Report

AGENDA

1. Call to Order – Chair Jim Owens
2. Welcome New TDA Board Member – Bridget Shaughnessy
3. Introductions
4. Adjustment of Agenda
5. Public Comment Session (12 minutes total, limit 3 minutes per person)
6. Board Comments
7. Consent Agenda | VOTE
   • Request approval of minutes – December 4, 2024
8. Finance Reports
   • November and December Financial Reports – Kristian Owen
   • Occupancy Tax Data – Corrina Ruffieux
9. Old Business
   • Correct Board term description on HCTDA bylaws
10. New Business
11. Staff Reports/Announcements
    • Audit Update
    • Small Business Recovery Grants update
    • Gift of Haywood updates – results
    • Advertising & PR update
    • Ice Festival Weekend updates & volunteer recruitment
    • New! Fat Burger Month
    • Improved Promotion Grant and new Capital Grant Guidelines – in the works
    • Next TDA Board meeting is February 26, 2025
    • Adjournment
12. Ten Minute Media Communication Session

HCTDA Executive Director’s Report

December 4, 2024 HCTDA Board Meeting

Location: Springdale Golf Resort

Date & Time: Wednesday, December 4, 2024 at 9 AM

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Consent Agenda | VOTE

• Request approval of minutes – September 25, 2024 and November 6, 2024
• 7. Finance ReportsSeptember and October Financial Reports – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

8. Old Business

• Correct financial allocation on Waynesville Ice Fest 1% spending (from budget amendment approved August 28, 2024)

9. New Business

• Budget amendment for 3% promo grant (studio tour) | VOTE
• Marketing Committee Applications | VOTE
• Recommend renewing terms for Board Members January 2025 to December 2027 | VOTE
• Jim Owens, Angie Frisbee and Chad King
• Contracts for video and photography: Video, Photo, & Music | VOTE
• Budget amendment for video and photography | VOTE
• Vote on Master Plan adoption | VOTE
• Interim Recovery Plan update

10. Staff Reports/Announcements

• Administrative Professionals Conference – Hayley
• Visit NC Press Trip – Amie
• Gift of Haywood updates
• Small Business Recovery Grants update
• Ice Festival Weekend updates
• Next TDA Board meeting is January 22, 2025
• Thank Kelsie for her service
• Adjournment

11. Ten Minute Media Communication Session

HCTDA Director’s Report December 4, 2024

November 6, 2024 HCTDA Special Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Purpose of Special Meeting – To discuss action items related to Hurricane Helene

3. Introductions

4. Adjustment of Agenda

5. Public Comment Session (12 minutes total, limit 3 minutes per person)

6. Board Comments

7. Hurricane Helene Recovery Response Initiatives

• Weekly messaging to visitors and partners in collaboration with County leaders
• Overall Destination Information website: VisitHaywood.com/alerts
• List of Open & Closed Businesses: VisitHaywood.com/helene
• List of Businesses with Online Stores: VisitHaywood.com/gifthaywood
• Information about recovery resources for partners: HaywoodTDA.com/helene-assistance/
• Visit NC Southwestern NC Mountain Campaign
• Driving Maps to visitors and for partners
• Small Business Survey
• FEMA – Transitional Sheltering Assistance (TSA) outreach
• Gift of Haywood

8. New Business

• FY 2024-2025 revised revenue forecast and budget amendment | VOTE
• Grant reimbursement request from HCAC for event cancelled due to Helene | VOTE
• Budget Adjustment for Ice Festival Weekend | VOTE
• Proposed Small Business Recovery Grant program
  • Partnership with Haywood Advancement Foundation, required Memorandum of Understanding | VOTE
  • TDA appointed Grant Members | VOTE
  • Fiscal support of Grant program & associated Budget Amendment | VOTE
• Budget Amendment for Gift of Haywood & additional donations | VOTE

9. Adjournment – Next TDA Board meeting is December 4, 2024 at Springdale Resort

HCTDA Director’s Report November 6, 2024

September 25, 2024 HCTDA Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Consent Agenda | VOTE

• Request approval of minutes – August 28, 2024
• 7. Finance Reports
• July Financial Report & August Financial Report – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

8. Old Business

• Bylaws Update | VOTE

9. New Business

• Pigeon River Plan | VOTE to Support
• Community Change Grant Presentation & Letter of Support | VOTE to Approve

10. Staff Reports/Announcements

• Great Trails State Conference – Ashley Rock-Rice
• Visit NC Travel Guide Editor Visit
• Brand Summit Update
• DCI Immersion Trip
• Ice Fest Weekend – Sponsorship Package, Promotional Idea
• Next Mountain Mornings is Tuesday November 19th at MV Pavilion
• Next TDA Board meeting is December 4, 2024 at Springdale Resort
• Adjournment

11. Ten Minute Media Communication Session

HCTDA Director’s Report September 25, 2024

August 28, 2024 HCTDA Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Consent Agenda | VOTE

• Request approval of minutes – June 26, 2024 & August 15, 2024

7. Finance Reports

• Preliminary June Financial Report – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

8. Old Business

• Advertising Agency Advertising Proposal, Contract, & FY 24-25 SOW | VOTE
• Appalachian Heritage Weekend Date Change Request | VOTE
• Ice Sculpture Stroll Event Change & Budget Amendment | VOTE

9. New Business

• Marketing Committee Appointment | VOTE
• Clyde Promotion Grant | VOTE

10. Staff Reports/Announcements

• Mountain Mornings Update – Amie Newsome
• Destinations International Conference – Corrina Ruffieux & Amie Newsome
• Public Relations Update
• Master Plan update
• Brand Summit, September 24, 8:00-11:00am
• Ice Fest Weekend – Sponsorship Package, Promotional Ideas
• Next TDA Board meeting is September 25, 2024
• Adjournment

11. Ten Minute Media Communication Session

HCTDA Directors Report August 28, 2024

June 26, 2024 HCTDA Board Meeting

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Public Hearing on FY 2024-2025 Budget Ordinance | VOTE

7. Consent Agenda | VOTE

• Request approval of minutes – May 22, 2024 & June 5, 2024

8. Finance Reports

• May Financial Reports – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

9. Old Business

• FY 2023-2024 Budget Amendments #1 and #2 | VOTE

10. New Business

• TDA Board Meeting dates | VOTE
• Committee Meeting dates – Finance, Product Development, Marketing | VOTE
• Elect officers for FY 2024-2026 | VOTE
• Lure contract for Visitor Guide | VOTE
• Greenway Grant discussion – $50,000 match + letter of support | VOTE
• Finance policies | VOTE
• FY 2024-2025 Tourism Promotion & Legacy Grants | VOTE

11. Staff Reports/Announcements

• Advertising RFP Update
• Ice Fest Weekend – Sponsorship Package, Promotional Ideas
• Mountain Mornings Update – Amie Newsome
• Marketing College – Amie Newsome
• PRSA Conference – Ashley Rock-Rice
• Visit NC Smokies Press Trip – Amie & Ashley
• TMP Community Session & Brand Summit
• Next TDA Board meeting is August 28, 2024
• Adjournment

12. Ten Minute Media Communication Session

Executive Director’s Report – Corrina Ruffieux

June 5, 2024 HCTDA Continued Board Meeting

This Board meeting is a continuation of the May 22, 2024 Board meeting, where the four (4) grant/sponsorship requests from the Canton zip code will be reviewed and voted on for funding.

Grants | VOTE

• Canton Labor Day Festival Application & Budget
• Canton Merchant Partnership Passport to Canton Application & Budget
• Hive House Commons Weekend Wedding Getaway Application & Budget
• Pioneer Heritage Festival Application & Budget

Director’s Report – Corrina Ruffieux

May 22, 2024 HCTDA Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Welcome & Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

• Jim Owens – Trout Shortage
• Other

6. Consent Agenda | VOTE

• Request approval of minutes – April 24, 2024

7. Finance Reports

• April Financial Reports – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

8. Old Business

9. New Business

• NC 401K Plan Adoption | VOTE
• Budget forum | VOTE
• Crawford interim Scope of Work | VOT
• Grants | VOTE
• Canton Labor Day Festival Application & Budget
• Maggie Valley Fall Days Application & Budget
• Waynesville Folkmoot International Festival Application & Budget

10. Staff Reports/Announcements

• Grants Update
• Outdoor NC Trail Towns
• Ice Fest Weeken
• Mountain Mornings
• Mission/ Vision/ Pillars
• August Community Session
• Brand Summit
• Next TDA Board meeting is June 26, 2024
• Adjournment
• Board & Team Photo

11. Ten Minute Media Communication Session

HCTDA Directors Report

April 24, 2024 HCTDA Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Consent Agenda | VOTE

• Request approval of minutes – March 27, 2024

7. Finance Reports

• March Financial Reports – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

8. Old Business

9. New Business

• NJF Contract Extension for FY 2024-2025 | VOTE

10. Staff Reports/Announcements

• Master Plan Update
• Visiting Journalists
• Grant workshops and deadline
• Professional Development
• Destination Dat
• Upcoming Chamber presentation
• Mountain Mornings

11. Ten Minute Media Communication Session

12. Next Board Meeting: May 22, 2024

Executive Director’s Report – Corrina Ruffieux

March 27, 2024 HCTDA Board Meeting

AGENDA

1. Call to Order – Chair Jim Owens

2. Introductions – Welcome new Team Members

3. Adjustment of Agenda

4. Public Comment Session (12 minutes total, limit 3 minutes per person)

5. Board Comments

6. Presentation – Destination Master Plan update by Bobby Chappell and Mitch Nichols

7. Consent Agenda | VOTE

• Request approval of minutes – February 28, 2024

8. Finance Reports

• February Financial Reports – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

9. Old Business

• Request for extension of three capital grants from FY 23-24 to FY 24-25 | VOTE
• DWC Alleyway Mural
• Chestnut Mountain Bike Pump Track
• Haywood County Francis Farm Bike Park

10. New Business

• Finance Committee recommends writing off an uncollectable debt | VOTE
• Request to approve Legacy Event Sponsorship program | VOTE
  • Guidelines
  • Application
  • Scoring Rubric
  • Request for Payment & Final Evaluation Form
• Request to approve Tourism Promotion Grant improvements | VOTE
• Guidelines
• Application
• Scoring Rubric
• Request for Payment & Final Evaluation Form

11. Staff Reports/Announcements

• FY 2024-2025 Grant Timeline and Workshops
• Lease extension for one year
• Ice Fest Weekend
• Outdoor NC Trail Town Program
• Public Relations Update
• Visit NC Conference
• Next TDA Board meeting is April 24, 2024
• Adjournment

12. Ten Minute Media Communication Session

HCTDA Directors Report 3/27/24

February 28, 2024 Board Meeting

1. Call to Order – Chair Jim Owens

2. Welcome New Board Member

3. Introductions

4. Adjustment of Agenda

5. Public Comment Session (12 minutes total, limit 3 minutes per person)

6. Board Comments

7. Consent Agenda | VOTE

• Request approval of minutes – January 24, 2024

8. Finance Reports

• January Financial Reports – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

9. Old Business

10. New Business

• Pigeon River Plan contract addendum
• Pigeon River Plan multi-jurisdiction MOU
• Pigeon River Plan Budget amendment

11. Staff Reports/Announcements

• Ashley’s 20-year work anniversary
• Job openings
• FY 2024-2025 Grant Timeline
• NC Smokies Ice Fest Weekend recap
• Master Plan/Branding updates
• 2023 Annual Report
• Next TDA Board meeting is March 27, 2024
• Adjournment

12. Ten Minute Media Communication Session

Executive Director Report – Corrina Ruffieux

January 24, 2024 Board Meeting

AGENDA

1. Call to Order – Chairman Jim Owens

2. Welcome new Board members

3. Introductions

4. Adjustment of Agenda

5. Public Comment Session (12 minutes total, limit 3 minutes per person)

6. Board Comments

7. Presentation of FY 2022-2023 Audit – Travis Keever, Gould Killian CPA Group

8. Consent Agenda | VOTE

• Request approval of minutes – November 29, 2023

9. Finance Reports

• December Financial Reports – Kristian Owen
• Occupancy Tax and Lodging Data – Corrina Ruffieux

10. Old Business

• Second round grants – Vote
• Current Grant Guidelines
• Haywood Historic Farmer’s Market
  • Application
  • Budget
• Stepping Into Spring
  • Application
  • Budget
• Canton Merchant’s Partnership
  • Application
  • Budget
• Product Development Committee Notes 1.19.2024

11. New Business

• 2024 Board Meeting Schedule – Vote

12. Staff Reports/Announcements

• Ice Fest Weekend final announcements, Brand + Master Plan updates, 2024 Visitor Guide
• Next TDA Board meeting is February 28, 2024
• Adjournment

13. Ten Minute Media Communication Session

Executive Director’s Report – Corrina Ruffieux

AGENDA

1. Call to Order – Chairman Jim Owens
2. Introductions
3. Adjustment of Agenda
4. Public Comment Session (12 minutes total, limit 3 minutes per person)
5. Board Comments
6. Consent Agenda | VOTE
   a. Request approval of minutes – November 1, 2023
7. Finance Reports
   a. October Financial Reports – Kristian Owen
   b. Occupancy Tax and Lodging Data – Corrina Ruffieux
8. Old Business
   a. "Special Request" revisions to previously approved grants from Downtown Waynesville due to Folkmoot's decision to decline the grant. | VOTE
   b. Request approval of budget amendment to accommodate Ice Festival fiscal agent status | VOTE
   c. Sincere thanks and appreciation to Tammy Wight
9. New Business
10. Staff Reports/Announcements
    a. NJF visit + partner session, Ice Festival Weekend update, 1% Grants second round, Master Plan + Destination Branding dates, Visit NC Smokies Holiday Hours
    b. Next TDA Board meeting is January 24, 2024
    c. Adjournment
11. Ten Minute Media Communication Session

Executive Director Report – Corrina Ruffieux

Agenda

1. Call to Order – Chairman Jim Owens
2. Introductions
3. Adjustment of Agenda
4. Public Comment Session (12 minutes total, limit 3 minutes per person)
5. Board Comments
6. Consent Agenda | VOTE
   Request approval of minutes – September 27, 2023
7. Finance Reports
   a. Finance Committee Update – Mike Huber
   b. September Financial Reports – Kristian Owen
   d. Occupancy Tax – Corrina Ruffieux
8. Old Business
   a. Request for revisions to previously approved grants from Downtown Waynesville & Partners for Haywood Heritage Weekend. Here is a memo outlining the request, with links to original applications
   b. Request to approve contract and scope of work for Destination Branding and Master Plan
   c. Request approval of budget amendment to accommodate above contract
9. New Business
10. Staff Reports/Announcements
    a. 1% grants
    b. Ice Festival Weekend and Sponsorships
    c. PR Update and Partner Event
    d. Haywood County Rail Rovers
    e. Next TDA Board meeting is November 29, 2023
    f. Adjournment
11. Ten Minute Media Communication Session
    Executive Director Report – Corrina Ruffieux

Agenda

1. Call to Order – Chairman Jim Owens
2. Introductions
3. Adjustment of Agenda
4. Public Comment Session (12 minutes total, limit 3 minutes per person)
5. Board Comments
6. Consent Agenda | VOTE
   a. Request approval of minutes – August 23, 2023
7. Finance Reports
   a. June Financial Report – Kristian Owen
   b. Corrected July Financial Report – Kristian Owen
   c. Corrected August Financial Report – Kristian Owen
   d. Occupancy Tax – Corrina Ruffieux
8. Old Business
9. New Business
   a. Review occupancy tax penalty waiver request – Lake Junaluska Assembly | VOTE
   b. Recommendations regarding grants from Product Development Committee
10. Staff Reports/Announcements
    a. Outdoor Economy Conference; RFPs, Audit, Marketing & Social Update – Corrina Ruffieux
    b. Next TDA Board meeting is November 1, 2023
    c. Adjournment
11. Ten Minute Media Communication Session
    Executive Director Report – Corrina Ruffieux

AGENDA

1. Call to Order – Chairman Jim Owens
2. Introductions
3. Adjustment of Agenda
4. Public Comment Session (12 minutes total, limit 3 minutes per person)
5. Board Comments
6. Consent Agenda | VOTE
   1. Request approval of minutes – June 28, 2023
7. Finance Reports
   1. Occupancy tax – Corrina Ruffieux
8. Old Business
   1. Request to approve contract with PR company MMGY NJF | VOTE
9. New Business
   1. Request to waive occupancy tax penalty – Best Western | VOTE
   2. Request approval of occupancy tax waiver guidelines | VOTE
   3. Request approval of revised bylaws | VOTE
      • Memo – highlights of bylaws changes
      • Complete proposed revised bylaws
   4. Discuss branding RFP & master plan RFP, request approval to proceed | VOTE
      • Destination Branding RFP
      • Tourism Master Plan RFP
   5. Add Board meeting date due to RFP schedules. Requesting November 1 | VOTE
   6. Discuss guidelines for Product Development Committee | VOTE
10. Staff Reports/Announcements
11. Occupancy Tax website, forms, brochure; Destinations International Conference; Wander Map & Outdoor Economy Conference; Marketing & Social update; Visitor Guide ad sales; Ice Festival update & sponsorship information – Corrina Ruffieux
12. Next TDA Board meeting is September 27
13. Adjournment
14. Ten Minute Media Communication Session

Agenda

1. Call to Order – Acting Chair Mike Huber
2. Introductions
3. Adjustment of Agenda
4. Public Comment Session (12 minutes total, limit 3 minutes per person)
5. Board Comments
6. Consent Agenda | VOTE
   1. Request Approval of Minutes – May 24, 2023
   2. Request Approval of Minutes – May 31, 2023
7. Finance Reports
   1. May Financial Report – Kristian Owen
   2. Occupancy Tax Reports – Corrina Ruffieux
8. Old Business
   1. Proposed new slate of officers and personnel committee chair to be effective July 1, 2023; Officers term for a period of one year, July 1, 2023 – June 30, 2024 Chair – Jim Owens, Vice Chair – Shelley White, Treasurer – Mike Huber, Personnel Chair – Jeff Hillis | VOTE
   2. FY 2022-2023 year end Budget Amendment One, reverse incorrect Budget Amendment dated March 29 | VOTE
   3. FY 2022-2023 year end Budget Amendment Two | VOTE
   4. FY 2022-2023 year end Budget Amendment Three | VOTE
   5. FY 2023-2024 Budget Ordinance | VOTE
   6. Acknowledge Budget Ordinance Section 5 conflicts with current Bylaws and reaffirm that the Budget Ordinance shall govern until such time as revised Bylaws are adopted. | VOTE
   7. Ratify agreements signed prior to the Item F vote | VOTE
      1. Managed IT Services with ADNS $12,250
      2. Extension of contractual Elk Fest 2022 commitment with Nu Blu $3000
      3. We Chose Adventure influencers $3000
      4. Wander App $13,840
      5. Allison Outdoor Maggie Valley Billboard $5226
9. New Business
   1. Request to roll over FY 2022-2023 1% funding | VOTE
      1. Town of Canton Kids Bicycle Playground $2400
      2. Downtown Waynesville Commission Alleyway Mural $5000
   2. Request for partial payment on a OTPF Project is not complete yet.
   3. FY 2023-2023 Contracts for Crawford | VOTE
      1. Master Services agreement – general contract that applies to all SOW
      2. Scope of Work – detailed agreement outlining agreed upon work
   4. Proposed new Marketing Committee composition and guidelines |VOTE
10. Staff Reports/Announcements
11. We've moved! Update on PR RFP; streamlining advertising; new partner FB page; who wants to attend upcoming events in July; new BOD member suggestions.
12. Next meeting August 23, 2023
13. Adjournment
14. Other
15. Acknowledge Chris Corbin years of service
16. 10 Minute Media Communication Session

Agenda

1. Call to Order – Chairman Chris Corbin
2. Introductions
3. Adjustment of Agenda
4. Public Comment Session (12 minutes total, limit 3 minutes per person)
5. Board Comments
6. Consent Agenda
   a. Request Approval of Minutes – April 26, 2023 | VOTE
7. Finance Reports
   a. April Financial Report – Kristian Owen
   b. Occupancy Tax Reports – Corrina Ruffieux
8. Budget Forum
   a. Review & discussion of FY 2023-2024 Grant Applications
   b. Review and discussion of proposed FY 2023-2024 budget
   c. Vote to move budget forward and call for a public hearing on May 31 | VOTE
9. Old Business
10. New Business
    a. Proposed RFP for Public & Media Relations | VOTE
    b. Resolution of surplus / Disposition of Property | VOTE
11. Staff Reports/Announcements
    A. Next Board Meeting will be May 31 – public hearing and budget adoption
    B. Adjournment
12. 10 Minute Media Communication Session